Hiring a Virtual Assistant for Your Small Business

Hiring a Virtual Assistant for Your Small Business

As a small business owner, balancing administrative tasks with growth-oriented activities can be challenging. Hiring a virtual assistant (VA) can ease the burden, offering flexibility and cost-effective support. There is a world of talent that your SMB can tap into.

This blog provide practical tips for searching, hiring, and utilizing a Virtual Assistant.

Where to locate a virtual assistant

Virtual assistants can be sourced from various online platforms. There are many highly qualified and educated individuals looking for VA work in the Philippines, India, and Eastern Europe. Most small business owners are simply unaware of how affordable it can be to locate a highly qualified virtual assistant. 

Websites like Onlinejobsph, UpWork, and Freelancer allow you to browse profiles, review feedback, and filter candidates by skills and budget. If you’re looking for more specialized assistants, platforms like Belay, Zirtual, or Time Etc. provide pre-vetted candidates.

You can also tap into your professional network or LinkedIn to find recommendations. The key is to ensure that the platform you choose aligns with your budget and quality expectations.  If you are not comfortable going in alone, there are staffing agencies who specialize in finding the right placement for a fee.  Regardless, you will need to invest time in the selection process to ensure you locate and screen the right candidates.  

Interview Tips When Searching for a Virtual Assistant

There are many highly qualified virtual assistants looking for employment around the globe. Not all business owners will have the same wants and needs. Likewise, not all positions will require customer interaction or written work product.  By the same token, some will require specialized skills like accounting, bookkeeping, or paralegal work.  Regardless of your needs, it is important that you determine what is most important when screening and selecting applications and develop a plan to execute. 

Pre-Interview Screening

Consider developing a list of questions for use in screening each application.  There can be as few as three questions, but they should focus on ensuring the candidate possess the core skillset you need.  Perhaps most importantly, this pre-screening process allows you to view the applicants writing abilities. If written communication in english is an important aspect of the position or you will interact primarily through email, this is an indispensable part of the process. It will also save you time and resources in interviewing candidates. Consider using this process to find 3-5 qualified individuals to interview.  

Conducting the Interview

When interviewing a virtual assistant, it’s crucial to focus on their communication skills and time management abilities. Ask specific questions related to the tasks you need help with, such as calendar management or customer service. Role-play scenarios can be useful for gauging their problem-solving skills. During the interview, assess how quickly and effectively they respond—this is indicative of how well they’ll handle deadlines and sudden requests. Conduct the interview by video conference.  

Practical Tips Utilizing International Virtual Assistants

Many small businesses hire virtual assistants from countries like the Philippines, India, or Eastern Europe to capitalize on lower labor costs. However, there are practical considerations to take into account. As a SMB owner, you need to locate the right employee and provide the tools for both sides to succeed.  Expectations are key.  

Hours

Timezones can naturally be a barrier to hiring a virtual assistant.  However, many virtual assistants are flexible, and in some cases there are actually benefits of having workers on a different time zone. The key is to determine when you need a worker, and ensure mutual expectations align.  For example, you may choose to have your VA work 4 hours on your time and 4 hours at their time. Be clear about availability and expectations from the outset to avoid miscommunication due to time zones.  

Virtual Assistant Pay Rate

The rate you pay a virtual assistant will depend on their country of origin, education, experience, and the method you use to locate and hire the assistant. However, to give you an idea of the potential cost savings, your SMB can hire a college educated virtual assistant who is proficient in written and spoken english for as little as $4-6 USD an hour if you locate and hire directly.  

Communication

The internet makes communication easy.  Of course, your virtual assistant will need a computer and reliable internet. Ensure your VA is familiar with Zoom, Teams, or other video conferencing platforms, and is able to clearly communicate to you by email. Communication will be key in finding the best way to utilize your VA.  

Payments

Sending money internationally is easy with the right tools. There a few platforms that make it easy to send funds internationally.  For example, platforms like Wise or Payoneer allow you to send funds internationally for a small transaction fee. 

Expectations

Communicating expectations is essential. If you selected the right VA, they will have a strong work ethic and ability, but everyone has different expectations. Manage expectations early, and  be prepared to meet regularly with your VA to teach and monitor progress.  

Worker Status

One of the important benefits of hiring a virtual assistant comes from the tax status of foreign workers not working on U.S. soil.  By hiring a VA, small business owners do not have to bear the costs of hiring an employee.  Likewise, they do not risk misclassifying an employee as an independent contractor.  Foreign VA’s are not subject to the same laws.  The key is to properly document the relationship to protect your small business. 

Employment Terms

Its smart business to document all worker relationships.  In the employment context, by offer letter or employment agreement.  Or, a service agreement in the case of an independent contractor.  The key when it comes to Virtual Assistants is documenting the scope of work and that the work is not performed in the United States.

Virtual Assistant Tax Form

Small business owners do not typically have to file any form with the government for employing a foreign virtual assistant.  Instead, employers keep form W8-BEN on file.  This form is used by SMB owners to document the foreign status of their employees.  

Background Checks

Its always smart to be diligent when selecting employees. Foreign countries have processes in place for background checks, similar to running a criminal history in the United States.  For example, in the Philippines, VAs can obtain a National Police Clearance.  Similarly, the Department of Trade and Industry offers a registration for virtual assistants to provide to their U.S. employers. 

Providing the right tools

Virtual assistants need access to specific tools to be effective. These may include project management platforms like Monday.com or Trello, communication tools like Slack or Zoom, and cloud storage solutions such as Google Drive or Dropbox. It’s important to provide clear documentation and training for any proprietary tools they’ll use. Setting up a system for task management, collaboration, and regular check-ins are also key to ensuring smooth operations.  You can also have your VA assist in creating a playbook or a series of how-to documents to assist the current VA and future VAs. 

Pros and Cons of hiring a virtual assistant

Hiring a virtual assistant comes with several benefits: flexibility, cost savings, and the ability to delegate tasks that free up your time. You can scale the workload up or down as needed, without the overhead of a full-time employee. However, there are challenges too. Since VAs work remotely, you may have to invest time in building trust, ensuring accountability, and managing communication across different time zones. 

Hiring a virtual assistant can be an excellent solution for small business owners looking to streamline operations and focus on growth. With the right approach to recruitment, communication, and management, a VA can be an indispensable part of your business success.

About the Author

Ranchelle is a legal assistant with a Bachelor of Technology in Electronics Engineering, bringing a unique blend of technical knowledge and legal support to her role. Her educational background equips her with analytical skills and a methodical approach to problem-solving, allowing her to navigate complex legal processes effectively. As she continues to grow in the legal field, Ranchelle leverages her adaptability and attention to detail to enhance operational efficiency and support her team in delivering quality legal services.

Share:

Send Us A Message

More Posts

commercial lease negotiation

Key Tips for Negotiating a Commercial Lease Agreement

Negotiating a commercial lease agreement can be a complex process, but with the right strategies, you can secure favorable terms for your business. Key tips include thoroughly understanding the lease terms, seeking flexibility in critical areas like rent increases and renewal options, and leveraging market research to strengthen your position. By focusing on these aspects, you can negotiate a lease that supports your business’s long-term success and stability.

image of briefcase

Why Every LLC Needs an Operating Agreement

An operating agreement is crucial for every LLC, whether single-member or multi-member, as it provides a clear framework for management, protects against legal complications, and customizes operations beyond generic state rules. Despite common myths, having a tailored operating agreement offers essential benefits like clarity in business operations, protection of limited liability status, and effective succession planning. At Waldrop and Colvin, our experienced lawyers can help you draft an operating agreement that meets your specific needs, ensuring your LLC runs smoothly and remains legally protected

Sushi Spotlight

In today’s rapidly evolving culinary landscape, sushi has transcended from a traditional Japanese delicacy to a global sensation, captivating palates across continents. Whether you are a seasoned restaurateur or an aspiring entrepreneur, let’s discover how a passion like love for sushi can transform into a thriving business opportunity.

LLC Operating Agreement infographic

The Essentials of an Operating Agreement

An Operating Agreement is a critical document that outlines the internal structure and governance of your LLC, ensuring clarity and preventing disputes among members. It provides essential protections by defining roles, responsibilities, and operational procedures, making it indispensable for the smooth and secure operation of your business.

Disclaimer: The blog posts published by the attorneys at Waldrop & Colvin and their guests are available for informational purposes only.  The blog posts do not provide legal advice on any subject matter and should not be used as a substitute for legal advice from an attorney.   Viewing a blog post does not establish an attorney-client relationship between you and the authors of the blog posts.  You should consult your own legal counsel on any legal questions.   You agree to these terms by viewing a post.

We focus on results and work hard to deliver solutions. Let us serve as the law department for your business. 

Practice Areas