The Untold Truth About Finding the Perfect Virtual Assistant

Finding the perfect virtual assistant feels a lot like searching for your soulmate... but without swiping through endless profiles or pretending to like hiking.

It’s the dream: someone to handle your busy work while you sip overpriced lattes and “focus on the big picture.”

But no one tells you how complicated it can be to find the VA who gets you, your vibe, and your brand.

Here’s the tea on what no one’s spilling about hiring a virtual assistant — and how to nail it (pun intended).

1. Finding Your Virtual Assistant Is Like Online Dating

Seriously.

Sorting through a ton of options, dealing with generic introductions, and hoping they actually read your profile (or job posting) are all important tasks. Generic proposals, late replies, and most importantly, typos, are common red flags.

Tip: treat your job description like your Tinder bio. Be clear, specific, and throw in some personality.

If you want someone who can manage your calendar and understands your love for memes, say that.

2. The Skill vs. Personality Debate

Yeah, they’re skilled, but do they have the vibe?

Your perfect VA isn’t just good at Excel. They serve as your trusted partner, adept at organizing your inbox, and knowledgeable about the difference between genuine laughter and mild amusement.

Checklist for Success:

• Are they proactive?
• Do they ask questions about your business goals?
• Will they vibe with your passive-aggressive “Thanks ??” emails?

3. Communication Is Literally Everything

The perfect virtual assistant could have mad skills, but if they ghost your messages or confuse “your” and “you’re,” the relationship will flop.

Use tools like Slack , Trello , or Notion to keep communication clean. And if they don’t know what those are? Run.

4. Set Boundaries Early (No, Seriously)

Boundaries are hot, even in business. If you don’t outline your expectations upfront, you’ll end up micromanaging, and no one wants that.

Define:

• Hours of availability.
• Task deadlines.
• How many "Can you just?" till they ghost?

5. Cheap Isn’t Always Cheerful

We get it. You’re trying to save money. But going for the cheapest option might leave you regretting life choices.

A rockstar VA costs more because they bring value to your life, like getting your inbox to zero. Cheaper options? They might leave you cleaning up the mess they made.

6. The Test Task Will Save Your Life

Before you hand over your entire empire, give them a small task to see if they can actually handle the job.

Examples:

• Sort your inbox.
• Create a quick spreadsheet.
• Write a cheeky email that doesn’t sound like a robot wrote it.

If they pass, congrats — you might’ve just found the one.

7. Don’t Expect a Mind Reader

Even the best VA isn’t going to understand your every thought (sad, right?). Spell it out.

Make sure to communicate instructions and feedback in a clear and concise manner.

Bad: “I need this task done ASAP.”

Good: "Report by 4 PM EST. XYZ metrics. Don’t make me chase you ??."

Finding a virtual assistant doesn't have to be a daunting task. With the right approach, you’ll hire someone who not only handles your chaos but makes you feel like you’ve got life together. Sort of.