How to Hire your First VA | Ultimate Guide
This is a complete step-by-step guide that will walk you through the process of hiring a killer virtual assistant for your business.
Step 1: What can I even outsource?
Any repetitive task that has been systemized into a step by step process.

Data Entry
Updating spreadsheets, CRMs, or databases with accurate information

Product Listings
Uploading descriptions, images, listings for e-commerce platforms

Customer Support
Handling inquiries via email, chat, or social media using templates

Inbox Management
Sorting, flagging important emails, and responding to routine inquiries

Lead Scraping
Collecting prospect contact data from LinkedIn or lead lists

Email Outreach & Follow-Up
Sending cold emails, follow-ups, and tracking responses

Sales Orders Management
Processing orders, tracking statuses, and managing invoices

Order Processing
Verifying orders, updating with suppliers, and managing cancellations

Schoolwork
Assignments, summarizing study materials, and proofreading essays
What NOT to outsource
  • Work that can be Automated or Eliminated
  • Work that is not systemized into a step-by-step process.
  • Tasks you (or an employee) haven't done yourself.
  • Confidential Information/Executive decisions.
  • Decision Making Tasks/Jobs
Step 2: When is the right time to bring on a VA?
  1. When you find yourself overwhelmed with daily operational work that prevents focus on higher leveraged priorities.
  1. When you have a step-by-step system in place for a given task.
Step 3 (Day 1): Create VA Hiring Account
Create an account on OnlineJobs.ph ($69/month)
Other platforms to consider:
  • Upwork.com
  • Fiverr.com
  • FB Groups
  • Virtualstaff.ph
Step 4 (Day 1): Create a Job Posting

Job Title
Experienced Product Lister Needed for Efficient Inventory Management

Type of Employment
Full Time / Part Time

Wage/Salary & Hours Per Week
$6/hour

Skills Required
Data Entry, Inventory Management, Virtual Assistant
Job Description:
We are looking for a detail-oriented virtual assistant to assist with product listing/data entry for our Ecommerce business. The ideal candidate should have experience related to one of the following: data entry, customer support, or general Virtual Assistant tasks.
Job Requirements
  • Proven experience in doing data entry / virtual assistant step-by-step tasks
  • Proficiency in English (written and verbal)
  • Familiarity with e-commerce selling platforms (eBay / Poshmark / Depop / Shopify) Not a requirement.
  • Strong attention to detail
  • Effective time management to meet deadlines
  • Resourceful in solving problems
Note: Please include the word 'Jordans' in your application to indicate you've thoroughly read this description
Technical Requirements:
  • Laptop/Computer with a 64-bit processor (Windows or Mac)
  • Fast and reliable internet connection
  • VPN access (will be provided)
Hourly Pay: $6/hour
Hours Per Week: 20-25 Hours
Length: Long-term
Application Questions
If Interested in applying for this role, respond to this post answering these 4 questions:
  1. This role requires 20-25 hours of focused, undistracted work every week, including 1-2 hours on the weekends. Does this schedule suit your working hours and expectations?
  1. What do you think are the 3 most important character traits someone should have to be successful in this role?
  1. What is your current computer model, bit processing speed, and the results from a wifi speed test? (Google search 'Wifi speed test')
  1. What relevant experience do you have? What makes you unique? (In under 7 Sentences)
This application will close on [Insert Date, 6 Days from Now] or sooner if we reach capacity. Apply early to maximize your chances of being selected!
Step 5 (Day 1): Create a Job Overview Video & Application Form
  1. Job Overview Video - Little bit about you, what the job entails, and 3 most important qualities you want.
  1. Application Form - Use Airtable.com Ask the following questions to filter candidates:
  • How would you rate your English ability?
  • Are you available to work 20 hours a week?
  • What is your hourly rate?
  • How soon can you start?
  • Drop your social media username (IG/FB/LN)
  • Record a 1-2 minute video (can use loom.com) introducing yourself, your experience, why you are interested in this job and what you believe the 3 most important qualities for success in this role?
Step 6 (Day 2-6): Respond to all Qualified Applicants
Do this all at once. Or at 1 time during the day.
Send a message that leads to a Job Overview video followed by an application form linked at the end.
Hi [Name],

Thanks for the response!

I've put together a short video that explains the specific day-to-day tasks for this role in more detail.

Job Application Video

Take a moment to watch that video, and if it sounds like a good fit, you can fill out the application form that appears at the end.

You can expect to hear back from us by {Date, +6 Days} at the latest, if you choose to apply for this job.

Looking forward to hearing from you!

Best,
[Your Name]
Step 7: Schedule Interviews Using Calendly.com
  1. Create a new event in Calendly named "VA Interview" (15–30 minutes duration).
  1. Enter a description (I like to preface that this is not formal interview, but a conversation)
  1. Ensure availability across different time zones. (6pm-9pm US works great)
Step 8 (Day 7): Inviting Candidates for Interviews
  • Allow 7 days to pass before responding to applications. Do this all at once
  • Review and eliminate applicants who:
  • Didn't make a loom video/put any effort into application.
  • Lack a 64-bit computer or wifi under 20 mbps download.
  • Any other clear red flags
  • Narrow down to candidates who meet all qualifications
Message for Qualified Candidates:
Hey [Name],

Awesome news—you've advanced to the next step in our hiring process!

I'd like to invite you to a casual 15-30 minute Zoom interview. Use the link below to lock in a time that works best for you this week:

[VA Interview Calendly Link]

Just so you're aware, I'm aiming to make my final hiring decision by [Date + 6 Days], so that's the timeline we're working with.

Excited to connect with you soon!

Best regards,
[Your Name]
Message for Unqualified Candidates:
Hi [Name],

Thank you so much for taking the time to apply and for creating the Loom video.

Unfortunately, we've decided to move forward with other candidates for this position. That said, we were impressed by your effort and enthusiasm, so keep an eye out for future opportunities with us.

We wish you the very best in your job search.

Best regards,
[Your Name]
Step 9 (Day 8-11): Conducting Interviews
Best Practices for Interviewing
  • Aim for 15-20 Interviews.
  • Create a casual, friendly environment to help candidates feel comfortable and authentic.
  • Ask open-ended questions to uncover character traits like reliability and problem-solving.
  • Pay attention to English ability, tone, hesitations, and reactions. Intangibles.
  • Ask for specific examples, push for clarity, and use follow-up questions like, "Can you give a specific example on that?" to dig deeper.
  • Pay attention to any dislikes, bad bosses, bad work experiences, what didn't work out in the past
Interview Process & Questions:
  • Exchange Pleasantries, Set Frame.
  1. What excites you about this opportunity after watching the Job Overview video?
  1. Tell me about your past work experience or key responsibilities you've had?
  1. What was your favorite & least favorite aspect of your last job?
  1. Share an example of working with someone difficult?
  1. Are you comfortable with feedback? Share an example of how you've used it to improve.
  1. How would you approach tasks you've never done before if hired here?
  1. What strengths or skills set you apart from others applying for this role?
  1. If you were offered multiple jobs, what factors would help you decide?
  1. We're offering X as the pay rate, Y hours every week—does that align with your expectations?
  1. What questions do you have for me, about the role, the team, or expectations?
  • End by thanking the candidate and sharing the next steps, including when they'll hear back (Day 13, Date).
Step 10 (Day 13): Select Top 3-5 Candidates for Trial Work
  1. Select Top Candidates: Narrow down to 3-5 finalists based on interviews.
Send this Message to Top 3-5 Candidates:
Subject: Excited to Move Forward with the Next Step!
Hi [Name],
Thanks again for taking the time to chat with me! I’d like to invite you to the next step in the process—a paid trial work period. This will give you a chance to get a feel for the type of work you’d be doing while helping me see how we might work together.
I’ll provide a detailed breakdown of the tasks and timeline by [Insert Date]. Please confirm if you’re interested by replying to this email and we can begin right away!
Looking forward to hearing back from you.
Best,
[Your Name]
For Candidates you Interviewed, that are NOT a good fit, send them this message:
Subject: Thank You for Your Time
Hi [Name],
Thanks so much for applying and taking the time to chat with me. I really enjoyed getting to know you and learning about your experience.
After careful thought, I’ve decided to move forward with other candidates for this role. That said, definitely keep an eye out for future opportunities that may be a better fit.
Wishing you all the best in your job search.
Best regards,
[Your Name]
Step 11: Send over Trial Work
  1. Create a day's worth of relevant tasks around the role's daily responsibilities.
  1. Assign Paid Test Assignments: Jedd's Trial Work Assignment Example
  1. Provide clear instructions and require candidates to complete an EOD Form to show completion.
  1. Evaluate Results: Assess work quality, time management, questions asked, and EOD metrics.
  1. If candidate accepts trial work period, reply back with this email:
Subject: [VA Name] Trial Work Assignment
Hi [Name],
Awesome! Below is an overview of the assignment and everything you’ll need to get started. This is a chance for you to dive into some of the actual tasks for the role and see how everything works in practice.
Trial Work Assignment Overview:
• Task 1: Correct 25 product drafts and complete data entry (Product Numbers: A0001 - A0025).
• Task 2: Create 25 new product drafts and complete data entry (Product Numbers: A0026 - A0050).
All the details, links, and login information are outlined in this document:
Jedd's Trial Work Assignment
When you’ve finished, please submit your EOD Report using the link provided in the document. Once you’ve submitted your report, I’ll review your work and get back to you with feedback.
You can expect to be paid within 24 hours of submitting your EOD and to hear back on the final hiring decision by [Insert Date, +5 days] at the latest.
Looking forward to seeing your work!
Best,
[Your Name]
Step 11 (Day 15): Make a Decision & Offering the Job
  1. Go with your Gut
  1. Evaluate Trial Work EOD's
Assess these 3 areas:
  • Character: Are they trustworthy, loyal and reliable?
  • Skills: Work quality, accuracy, efficiency?
  • Cultural Fit: Are they a down-mf? Vibe Check
Make the Offer: Trust your instincts and extend the offer to the best fit.
Example Message:
Subject: Great news, [firstname]!

Hi [Name],

We're thrilled to offer you a key role in our team and hope you'll be excited to join us for the long term. Before you make your final decision, please take 24 hours to ensure this role feels like the right fit for you. We want you to feel confident and energized about the work you'll be doing.

Here's what your initial responsibilities will include:

Data Management: Maintain and update data entry sheets to ensure inventory and sales records are accurate and organized. Track sold inventory and ensure records are ready for reporting.

Platform Management: Use Vendoo to crosslist and relist products across platforms, maximizing visibility. Promptly delist sold items to avoid duplicate sales and keep data accurate.

Inbox Management: Professionally handle customer inquiries, responding quickly and escalating any complex issues for resolution.

We're excited about the potential for growth and promotions as the company evolves. While we can't predict the future, we're committed to supporting your development as we grow together. The position starts on [Start Date], with pay at $XX/hour for approximately 3-4 hours daily, Monday through Friday.

Over time, we may transition to a fixed salary model based on the role's scope and needs, which we'll revisit in a month or two.

Take your time to think it over, and let us know if you're ready to move forward.

We can't wait to hear from you!

Best regards,

[Your Name]
For the applicant that you will not be selecting, send this message
Subject: [VA Name] | [Your Company] Update.
Hi [Name],
Thank you so much for taking the time to apply, interview, and complete the trial work with us. I truly appreciate the effort you put into the process and the interest you showed in joining the team.
After careful consideration, I’ve decided to move forward with another candidate for this role. This wasn’t an easy decision, as your work and dedication throughout the process were genuinely appreciated.
I encourage you to stay connected and keep an eye out for future opportunities.
Thank you again, and I wish you all the best in your career journey.
Best regards,
[Your Name]
Step 12: Sending a Expectations/Legal Agreement
  • Use DocuSign or PandaDoc to send an agreement. Google Docs works fine if its more casual
Step 13: Onboarding & EOD Form Setup
  1. Get the Expectations/Legal Agreement Signed
  1. Schedule an Onboarding Call
  • Use this time to welcome the VA, introduce the team, and set expectations for their role.
  • Walk through the Systems Hub, focusing on their specific job tasks. Share Access
  • Give access to any necessary softwares, SOPs, or tools they'll be using.
  1. Set Up EOD/EOW Updates
  • Establish a routine for End-of-Day (EOD) or End-of-Week (EOW) updates to track progress, challenges, and achievements.
  1. Evaluation Milestones - Set-up 10-15 minute meetings for the next 3 months
  • 7 Days - Reflect on EOD's, training
  • 14 Days - Reflect on EOD's, training
  • 30 Days - Reflect on EOD's, add additional tasks/ownership
  • 60 Days - Reflect on EOD's, make systems owner
  • 90 Days - Move to a salaried position.