How to Hire a Virtual Assistant (Remote Professional)

When you’re running a growing short-term rental business, balancing a family, and maybe even working a full-time job, you might find yourself needing a little extra help. Hire a Virtual Assistant! Or, as I prefer to call them, Remote Professionals. Why the change? Because you’re not just hiring someone to assist you virtually—you’re bringing on a team member who can help your business grow, thrive, and succeed regardless of where they’re located.

And let’s be real—most people google the term Virtual Assistant, but I want you to remember that these folks are so much more than that. They’re talented individuals who can help your business excel, and it’s important to treat them like valued members of your team.

Let’s dive into how to hire the right virtual assistant or remote professional for your needs, so you can focus more on what you love or free up time for other responsibilities, like your full-time job, while feeling confident your business is in good hands.

How to Hire a Remote Professional That Boosts Your Productivity

1. Define Your Needs and Tasks

Before you even start looking for a virtual assistant (also known as a VA), write down exactly what you need help with. This could be guest communications, bookkeeping, email management, social media scheduling, customer support, research, or calendar management. Getting clear on your needs will make the hiring process much easier.

First, start by asking the right questions to find the best candidates. Then, once you’ve narrowed down your options, move on to testing a few candidates. Design tasks with strange or unusual requirements to see how well they follow directions. This approach helps you identify candidates who demonstrate attention to detail and problem-solving skills.

Prioritize Skills and Responsibilities

Think about the skills that are essential for your business. Do you need someone who’s great at writing, knows graphic design, or can manage tech tools? Defining these skills upfront will help you find the perfect match for both your current and future needs.

2. Determine the Budget and Hours for Your Virtual Assistant

Rates for virtual assistants can vary quite a bit, depending on where they’re located and their experience. VAs can charge hourly, per project, or on a retainer basis—so figure out what works best for your budget and workload.

When discussing a budget, it’s helpful to give people an idea of what to expect in terms of hourly rates. For example, I’ve hired remote professionals and VAs from Ethiopia and the Philippines, where rates are often more affordable than in other regions. It’s also worth noting that people sometimes assume there will be a language barrier when working with professionals from these countries. However, that’s rarely the case. One of my team members from Ethiopia speaks better English than some folks I know here in the U.S.! English is taught from an early age in both countries, so communication has never been an issue.

Decide on Part-Time vs. Full-Time Support

Think about how much support you need. Do you need someone for just a few hours a week, or would it make sense to have someone helping out full-time? This will help you decide between hiring part-time or full-time support.

3. Create a Clear Job Description for Your Virtual Assistant

Make sure your job description is clear. List out the responsibilities, required skills, expected hours, and any specific tools they need to know (like Price Labs, Asana, Canva, or Excel). The more specific you are, the better.

For instance, if you need someone to help with social media, include details like, “Create posts in Canva and schedule them using Later.” The more clarity, the better fit you’ll find.

Highlight Your Work Culture

Mention a bit about your work style and company values. You want to attract candidates who align with your vision and vibe, so include what makes working with you unique.

For example, my core values in my property management business are excellence, integrity, world-class service, innovation, and growth. I also deeply value open communication, flexibility, and a genuine love for hospitality. When I hire, I’m also looking for someone who feels comfortable sharing their ideas and who’s genuinely interested in the short-term rental space.

4. Source Candidates for Your Virtual Assistant

Use Placement Agencies for Virtual Assistants

There are several VA placement agencies out there that can help you find great candidates based on your needs and budget. You can also post your job on platforms like Upwork, Fiverr, or Remote.co. These are great places to find remote professionals who have the skills you’re looking for.

5. Review Resumes and Portfolios

When reviewing candidates, focus on their experience that aligns with your needs. Especially for tasks that require them to work independently, make sure they have a proven track record.

Assess Communication Skills

Since clear communication is key, make sure their application and portfolio reflect strong communication skills—especially if they’ll be interacting with your guests or clients.

6. Conduct an Interview

Create a standardized list of interview questions that you’ll ask all candidates, so you can create a true “apples to apples” comparison as you’re interviewing candidates. Be sure to dive into each candidate’s familiarity with the tools you use and their experience managing similar tasks. This will give you a good sense of how quickly they can get up to speed.

We use a variety of different tech tools in my business, and we’re always adding new ones to drive continuous improvement in my business. So, I’m always sure to ask how quickly they can learn new tools. Most VAs and remote professionals are super adaptable, but it’s good to know their comfort level.

Gauge Cultural Fit and Adaptability

Ask about their working style, how they handle changes in priorities, and their communication preferences. You want someone who not only gets the job done but also fits in well with your work culture.

7. Discuss Availability and Flexibility

Make sure they’re available when you need them. If you have specific hours in mind, confirm that they’re able to work during those times or are comfortable working asynchronously.

Set Clear Expectations on Response Times

Agree on how quickly they should respond to messages and handle urgent tasks. Clear expectations from the start lead to smooth communication.

8. Conduct a Skills Assessment or Trial Task

Assign a small, paid trial task that’s relevant to the role—like organizing some data or handling a specific research task that includes an unusual detail to ensure they follow instructions carefully. . This will help you gauge their skills and turnaround time.

Evaluate Problem-Solving

Give them a task that requires some initiative. A great remote professional will show they can handle challenges independently and anticipate your needs.

9. Clarify Terms and Payment Structure

Make sure you and your new hire are on the same page regarding the pay rate and any additional costs that could arise, like overtime or specific software. If you’re working with an agency, remember that you’ll need to agree on terms and conditions with the agency, not directly with the virtual assistant or remote professional.

Outline Payment Method and Frequency

Decide how you’ll handle payments—whether through a platform like Wise.com or another service. Also, agree on whether payments will be bi-weekly or monthly.

10. Establish Onboarding and Training Plans

Provide access to the tools they need—Google Workspace, Trello, Slack, etc. Sharing passwords? Use a service like LastPass.com to keep things secure.

Offer Initial Training and Support

Take some time to train your new remote professional. Show them the ropes, explain your preferences, and set clear performance expectations. It’s worth the effort upfront to set them (and you) up for success.

11. Schedule Regular Check-Ins and Feedback Sessions

In the beginning, have weekly (or daily) check-ins to review tasks, give feedback, and make sure they’re adjusting well.

Make space for questions and updates. A strong remote professional relationship is built on trust, transparency, and collaboration.

Final Step: Evaluate and Adjust

After the first month or so, assess how things are going. Are they meeting your needs and helping you move your business forward? Give feedback, celebrate their wins, and adjust tasks if needed.

Adjust Responsibilities as Needed

As your business grows, consider expanding their role or assigning new tasks that fit their strengths. The right remote professional can be a game-changer for your business, so keep them engaged and motivated.

Conclusion

Hiring the right virtual assistant or remote professional can truly take your business to the next level. Take your time, trust the process, and enjoy the added freedom that comes with having the right support. Whether they’re helping manage guest bookings, social media, or keeping you organized, a great remote professional will make a world of difference.

Wondering more about hiring a VA or remote professional? Check out my podcast episode with Valerie Bowden and another one with Pat and Yash from ProVA services—they’re full of great tips and insights!