Hiring a Virtual Assistant (VA) can feel a bit like online dating for your business.
You scroll through profiles, everyone sounds “passionate about helping others succeed,” and you’re just hoping the one you pick doesn’t turn out to be a total catfish.
Because here’s the thing — not all VAs are created equal.
Some will become your right-hand human, finishing your sentences and knowing exactly what you need before you even ask.
Others… well, let’s just say you’ll spend more time cleaning up their chaos than saving any.
If you’re ready to find your perfect business sidekick, it’s time to stop looking at just the tasks they can do and start thinking about who they are as a person.
The right VA for you & your business is a blend of shared values, compatible personality, solid skills, relevant knowledge and real experience.
Here’s how to spot them and avoid the duds.
1. Values: The Non-Negotiables
Let’s start with the biggie: values.
If your VA doesn’t share your core values, it’s like trying to dance to two different songs — you’ll both end up stepping on each other’s toes.
When you work closely with someone, trust is everything. You’re giving them access to your business, your inbox, sometimes even your bank details.
If you value integrity, transparency and reliability, but they’re more of a “wing it and hope for the best” type, you’re in for a rough ride.
Before hiring, take a minute to reflect on what actually matters to you:
- Are you big on communication?
- Do you need someone who respects confidentiality?
- Do you want a VA who genuinely cares about your clients as much as you do?
Pro tip: You can usually spot value alignment in their tone, testimonials, and how they handle themselves in early chats. If they’re flaky or vague before you even start working together — massive red flag.
Think of this step as your pre-screening round. Shared values make collaboration smooth; mismatched ones make it a circus.
2. Personality: The Click Factor
You don’t need to be best mates with your VA but you do need to click.
This is the person who’ll be inside your business daily — managing your diary, dealing with your clients, and keeping you sane when everything’s going pear-shaped. If your personalities clash, it’s going to feel awkward fast.
Maybe you thrive on banter and someone who can handle your slightly chaotic creative brain. Or maybe you prefer calm, structured, by-the-book energy to keep you grounded.
Either way, that personality fit matters more than people think.
A great VA will get your sense of humour, your quirks, and the way you work — without you needing to explain it every five minutes.
Trust your gut on this one. If the first call feels off or you find yourself mentally sighing halfway through, they’re probably not your person. And that’s fine! It’s about chemistry, not criticism.
When you find the right fit, you’ll feel it — like chatting with someone who’s been part of your team for years.
3. Skills: The Foundations
Now, onto the practical stuff. Because all the good vibes in the world won’t save you if your VA can’t actually do the job.
There’s a big difference between a general VA (handling admin, emails, scheduling, file management) and a specialist VA (social media, podcast support, copywriting, CRM setup, etc). Neither is better — it just depends on what you need.
If you’re drowning in inbox chaos, you want an organisational ninja. If your socials are tumbleweed central, you want someone who knows their way around Canva and scheduling tools.
Before hiring, make a list of what you actually need help with. You might realise you don’t need “everything”, just the top three time-suckers.
Pro tip: Skills can be learned — attitude can’t. But you should still test their competence with a small paid trial task before diving in fully. It’s the quickest way to see if they walk the talk.
4. Knowledge: The Context Counts
Your VA doesn’t need to be an expert in your field but they should at least know the language.
If you’re a creative, coach or tech wizard, you don’t want to spend every five minutes explaining what “content repurposing” or “Zapier” means. A VA with relevant industry knowledge will save you hours of onboarding and a few grey hairs.
They’ll understand your audience, your tone and the kind of content or systems you use — meaning less handholding and more actual help.
Ask questions like:
- “Have you worked with other [type of business] clients before?”
- “What kind of systems are you most comfortable using?”
- “How do you get up to speed with new industries?”
Someone who’s genuinely curious and proactive will always outshine someone waiting for a 30-step manual.
5. Experience: The Confidence Factor
Experience brings something magical — confidence.
A seasoned VA has seen it all: panicking clients, last-minute launches, tech gremlins, and the occasional full-on meltdown (yours or theirs). They don’t get flustered; they just quietly fix things and carry on.
That calm, capable energy is gold.
But experience doesn’t always mean decades of work. It can also mean variety — exposure to different clients, tools and ways of working.
Look for testimonials, portfolios and case studies that show what they’ve done, not just what they say they can do. Ask specific scenario questions:
“What would you do if a client project suddenly went off track?”
The best VAs have systems, templates and boundaries that make your business run smoother from day one.
If you’re on a budget, sure — give a newbie a chance. Just start small, keep expectations clear and check in regularly.
6. The Magic Combo: When It All Clicks
When you find a VA who shares your values, clicks with your personality, has the skills, gets your world, and brings the experience — that’s business alchemy.
Suddenly, you’ve got breathing space. Your emails get answered, your invoices go out on time and you can finally take a day off without your business crumbling into dust.
The right VA doesn’t just “do tasks.” They think ahead. They spot what’s missing before you do. They make your clients feel looked after and your life infinitely easier.
That’s the difference between “having help” and “having support.”
7. Red Flags to Watch Out For
Not to be dramatic but ignoring these can land you in a “nightmare VA” story faster than you can say “missed deadline.”
🚩 Overpromises but underdelivers.
🚩 Vague about pricing or contracts.
🚩 Doesn’t communicate clearly.
🚩 Disappears for days at a time.
🚩 Gives you that weird gut feeling that something’s off.
And, of course, if they send you a proposal in Comic Sans — run! (kidding, kind of)
8. Finding “The One”
So where do you find this magical business unicorn?
Start with word of mouth — referrals from people you trust are gold. Then try industry Facebook groups, LinkedIn or professional VA directories, like the Society of Virtual Assistants’ Approved VA list.
When you post a job, don’t just list the tasks — share your vibe.
Mention your values, working style, and the kind of personality that thrives in your business. You’ll attract people who get you rather than random applicants just after a gig.
Hop on a discovery call, ask your questions and if it feels right — start with a small paid trial. Always use a contract (bit boring but absolutely essential).
Remember: this isn’t a one-night stand — it’s a partnership.
The Payoff
Finding the right VA is like finding the perfect bandmate. Suddenly, everything just works better.
They free up your brain space, keep you organised and help you focus on the stuff that actually lights you up. It’s not about handing off the boring bits — it’s about building a business that finally feels manageable.
So don’t rush it and don’t settle. Your business deserves more than “just any VA.”
When you find the right VA, you’ll wonder how you ever survived without one.
But you don’t have to take my word for it – my client Vicky (who I’ve been supporting since March 2023) agrees with me!
Check out this little video where she backs up pretty much everything I’ve written here:
Ready to Find Your Perfect Sidekick?
Whether you need a whip-smart VA to wrestle your to-do list into submission, or a copywriter who can turn your tangled thoughts into words that actually sell, I’ve got you covered.
From appointment-taming and client wrangling to blog writing and brand storytelling, I help creative business owners get organised, sound brilliant and feel in control again.
So, if you’re ready to stop juggling all the things and start getting the support you (and your business) deserve, let’s natter.
👉 Book an informal chat and let’s find out how I can help you reclaim your time, sanity and sparkle!