How to Hire a Virtual Assistant (and Actually Get a Good One) in 2026

In 2026, businesses can cut operating costs by up to 78% by using virtual assistants instead of full-time in-house staff.

If you feel buried in admin work, but you’re not sure how to hire help without breaking the bank, this guide walks you through each step.

Step 1: Decide What You Actually Need Help With

Before you post a job or talk to agencies, get clear on what you want your virtual assistant (VA) to do. This saves you from a bad hire and wasted money.

1. Make a “brain dump” of tasks

Set aside 10-15 minutes to write down everything you do in a week. Don’t filter. Just list it.

Then split tasks into three buckets:

• Admin & organization
  • Email and inbox clean-up.
  • Calendar and meeting scheduling.
  • Travel planning.
  • File and folder organisation.

• Marketing & sales support
  • Social media posting and simple graphics.
  • Blog formatting and basic SEO tasks.
  • CRM updates and lead follow-up.
  • Simple outreach and follow-up emails.

• Operations & finance
  • Invoices and payment reminders.
  • Expense tracking.
  • Simple reports (weekly sales, basic dashboards).

Anything that repeats daily, weekly, or monthly is a strong candidate for a VA.

2. Mark what you must keep vs what you can delegate

Next to each task, mark:

• K: You must keep it (strategy, key decisions, high-level sales).
• D: You can delegate it.
• T: You can teach it later.

Your first VA should mostly handle D tasks and a few simple T tasks that you can teach with a short screen recording.

3. Estimate hours

For each “delegate” task, estimate how long it takes you per week. Add it up.

• Under 5 hours/week → consider a very part-time VA for small tasks.
• 5-15 hours/week → a part-time VA.
• 15-40 hours/week → a part-time VA with room to grow, or a full-time VA.

This rough number will guide your budget and your hiring model.

Step 2: Choose the Right VA Model for Your Business

Once you know what you want to delegate, decide how you want to hire.

Here are the three main options.

1. Freelance virtual assistant

You hire a VA directly on platforms like Upwork or Fiverr.

Pros

• Often, the lowest hourly rates.
• Flexible hours and easy to start.
• Huge global talent pool.

Cons

• You handle everything: job post, vetting, interviews, onboarding, performance.
• Quality can vary a lot.
• If they disappear, you start again from scratch.

Freelance VAs work well if you:

• Have clear tasks and instructions.
• Don’t mind managing people directly.
• Want to test the waters cheaply.

2. VA agency

You hire a VA through a small or mid-size agency.

Pros

• Agency pre-screens and vets VAs.
• You get a backup VA if someone is sick or leaves.
• Some basic processes and security already exist.

Cons

• Higher hourly rate or monthly fee due to agency markup.
• Less control over the exact person sometimes.
• Service quality depends a lot on the agency.

Agencies work well if you:

• Don’t want to build a hiring process yourself.
• Care about some structure and backup.
• Need help but don’t want to manage every detail.

3. Managed VA service (what we do at Teambuild Consultancy)

At Teambuild Consultancy, we work as a managed VA partner, not just a recruiter.

We:

• Help you clarify what to delegate.
• Match you with pre-vetted VAs based on skills, time zone, and personality.
• Support onboarding with simple processes.
• Stay involved to monitor performance and fix issues early.

This model suits you if you:

• Don’t have time to recruit, test, and train from scratch.
• Want someone to “own” the back-office setup with you.

You can, of course, mix models. For example:

• A managed VA for ongoing support.
• A freelancer for one-off jobs like design or web fixes.

Step 3: What Makes a Good Virtual Assistant? (Your Hiring Criteria)

Not every VA is a good fit. You want someone who fits your way of working, not just a nice profile.

Here’s a simple way to think about it.

1. The “GOOD VA” checklist

A good VA usually has these traits:

• Goal-focused: They understand what success looks like for you (more sales calls, faster replies, a clean inbox).
• Ownership: They take responsibility. They don’t wait for you to chase them.
• Organised: They keep tasks, files, and deadlines in order.
• Dependable: They show up on time and do what they say.
• Value-adding: They suggest small improvements once they learn your business.
• Alignment: Their working style matches yours (fast vs thorough, structured vs flexible).

2. Skills to look for

Depending on your tasks, you might look for:

• Strong and clear communication.
• Comfort with tools like Google Workspace, Microsoft 365, Slack, Zoom, Trello, Asana, or ClickUp.
• Basic spreadsheet and data entry skills.
• Good online research skills.
• Experience with your type of business (e-commerce, property, tech, SaaS, etc.).

You don’t need someone who knows everything. You need someone who can learn, communicate clearly, and stay reliable.

3. Fit with your time zone and communication style

Ask yourself:

• Do you need live overlap (e.g., 3-4 hours daily in your time zone)?
• Are you okay with mostly async work and daily reports?
• Do you prefer messages, email, or calls?

Match those answers with your VA’s location and schedule.

Section 4: What Makes a Good Virtual Assistant? (Your Hiring Criteria)

A good VA is more than someone who “helps with admin.” You want someone reliable, proactive, and aligned with your working style.

The GOOD VA Qualities

A strong VA usually has these traits:

• Goal-focused: They understand what you’re trying to achieve.
• Ownership: They take responsibility instead of waiting for reminders.
• Organised: They keep tasks and deadlines under control.
• Dependable: They meet commitments and communicate clearly.
• Value-adding: They look for small ways to improve your workflow.
• Alignment: Their working style fits your preferences.

Skills to look for

Depending on the role:

• Clear communication.
• Ability to use tools like Google Workspace, Microsoft 365, Trello, Asana, Slack, Zoom.
• Spreadsheet and data entry skills.
• Good research ability.
• Experience in your sector (property, coaching, e-commerce, medical, etc.)

Time zone and communication fit.

Ask yourself:

• Do I need daily overlap?
• Do I prefer calls or written updates?
• Do I need real-time responses or async work?

A good match saves you hours every week.

Section 5: Budgeting: How Much Should You Pay a VA?

Let’s keep this simple. VA rates vary based on location, experience, and skill level.

Typical VA Rates in 2026

UK / US / Western VAs

• £18-£40+ per hour
• Higher for specialist roles

Philippine VAs (high-quality talent)

• £4-£15 per hour
• Excellent value for admin, support, and specialised tasks

This is one reason many UK businesses come to us; Filipino Virtual Assistants offer exceptional value and strong English skills.

How to calculate your monthly cost

Use this formula:

Weekly hours × hourly rate × 4.33 = monthly cost (The 4.33 is an approximate conversion factor for turning weekly hours or pay into a monthly figure.)

Example:

10 hours/week × £10/hr × 4.33 = £433/month

Hourly vs Retainer

Hourly

• Best for trial periods.
• Good for small tasks.

Monthly retainer

• Best for consistent work.
• Creates reliability and structure.

Most business owners start on an hourly plan for 1–2 weeks, then switch to a monthly plan once they know the workload.

Section 6: Writing a Job Description That Attracts the Right VAs

Your job description decides the quality of applicants you get. Keep it short, clear, and specific.

What to include

1. Role title
2. Summary of your business
3. List of responsibilities
4. Tools they should know
5. Hours & time zone
6. What success looks like
7. How to apply

Example responsibilities

• Keep inbox organised
• Confirm meetings
• Upload content
• Update CRM
• Track expenses
• Prepare weekly reports

Clear expectations attract the right people.

Section 7: Where (and How) to Find Great Virtual Assistants

When you’re ready to hire, you have several good places to look. Each option comes with its own strengths, depending on how hands-on you want to be.

1. Freelance marketplaces

Platforms like:

• Upwork
• Fiverr

These work well for quick hiring, one-off jobs, or short-term tasks. You get plenty of choice, but you’ll need to handle screening, testing, and onboarding yourself.

2. VA agencies & managed services

This is ideal if you want help with hiring, training, and ongoing support.

Agencies pre-screen candidates and usually have a quality control system in place. Managed services go a step further by guiding the entire workflow, communication setup, and long-term performance.

This is the model we follow at Teambuild Consultancy. When someone comes to us, we personally help them understand what to delegate, then match them with a skilled Filipino VA who suits their work style and industry.

It saves a lot of time, especially for busy UK business owners and executives who want reliable support without the hassle of recruiting on their own.

3. Your own network

Sometimes the best recommendations come from people you already trust.

You can find great VAs through:

• LinkedIn.
• Facebook business groups.
• Founder and industry communities.
• Word-of-mouth referrals.

These often lead to reliable, long-term hires because they come pre-recommended.

Want a shortcut?

If you’d like a quick comparison of trusted providers, take a look at our post on the best virtual assistant companies. It breaks down several reputable options so you can choose the one that best fits your needs.

Section 8: Interviewing and Testing: Make Sure They’re Actually Good

A little testing goes a long way.

1. Keep interviews short and specific

Ask:

• “Who did you support most recently?”
• “What tools do you use daily?”
• “How do you organise your tasks?”
• “What do you do when you’re unsure about something?”

Look for clear communication and honesty.

2. Give a paid test task

Examples:

• Inbox task: ask them to triage sample emails
• Research task: create a small lead list
• Calendar task: schedule pretend meetings

Score based on accuracy, speed, communication, and attention to detail.

3. Do a 2–4 week trial

Set expectations:

• Task list
• Daily or weekly check-ins
• Response time rules
• Clear success markers

Then ask yourself:

“Do I trust this person? Is my workload lighter?”

If yes, you’ve found the right VA.

Frequently Asked Questions

Let Us Help You Free Up More of Your Time

As a UK-based company providing skilled Filipino virtual assistants, our mission is to help busy UK business owners and executives reclaim their time and run smoother, more efficient businesses.

If you ever want help choosing what to delegate or finding the right VA for your industry, we’re here to support you. Your time matters. Just Book a Consultation.