So, you’ve finally realized you can’t do it all alone. Welcome to the club.

Hiring your first Virtual Assistant (VA) can feel like a huge relief and a huge headache at the same time. On one hand, you dream of someone magically handling your emails, scheduling, invoices, or that mountain of admin tasks you hate. On the other hand, the idea of finding the right person, training them, and trusting them with your business can feel… well, terrifying.

The good news? It doesn’t have to be. I’ve helped plenty of founders and small business owners hire their first virtual assistant without losing sleep (or hair). Let’s break down how you can do it too.

Why even hire a Virtual Assistant?

Simple. A VA helps you:

• Take repetitive tasks off your plate
• Free up your time for work that actually grows your business
• Get organized and stay on top of stuff you keep putting off

If you keep saying, “I’ll do it tomorrow”, you probably need a VA.

Step 1: Figure out what you actually need

This is where most people mess up. They hire a VA without knowing what they want help with. Then they wonder why it doesn’t work out.

Grab a piece of paper and make three lists:

1. Things only you can do
2. Things you hate doing
3. Things someone else could do better or faster

That second and third list? That’s VA territory.

Typical tasks for a first VA:

• Managing your inbox and calendar
• Scheduling meetings
• Posting content you’ve already created
• Simple research
• Sending invoices or follow ups

Step 2: Decide your budget and hours

Do you need someone for 5 hours a week or 20? Do you want them available daily or just a few times a month?

Be realistic. Start small. You can always add more hours later once you’re comfortable.

Rates vary a lot depending on where your VA is based and what skills they have. Some charge per hour, others have monthly packages. Know what you can spend before you start interviewing.

Step 3: Write a clear job description

Now turn that messy list into a simple job post. Include:

• What tasks you want help with
• How many hours per week or month
• Tools you use (Gmail, Slack, Asana, etc.)
• Any must-have skills (good English, reliable internet, time zone requirements)

Keep it honest and straightforward. If you want someone who’s super organized and can remind you to stay on track, say it.

Step 4: Find candidates

You don’t need fancy recruiters for this. Some good places to find your first VA:

• Referrals from your business friends
• Freelance sites like Freeup, Upwork, or Fiverr
• VA-specific Facebook groups
• Local job boards if you want someone in your time zone

Tip: Referrals are gold. Ask other small business owners who they use and love.

Step 5: Interview smartly

Keep it casual but clear. Good questions to ask:

• What kind of tasks do you enjoy most?
• What tools have you used before?
• How do you handle tight deadlines?
• Do you have other clients? What’s your availability?
• Can you share examples of similar work?

Always ask for references or samples if relevant.

Step 6: Start with a paid trial

Before you commit, give your top pick a small paid test project. For example: “Schedule my next week’s calls and organize my inbox.”

This shows you how they communicate, how they handle tasks, and if their work style fits yours.

Step 7: Don’t ghost your VA

Once you hire them, make it easy for them to help you:

• Share clear instructions
• Use SOPs or simple checklists
• Communicate often, especially at the start
• Give feedback early so they know what works and what doesn’t

Remember: they can’t read your mind.

One last thing

Hiring your first virtual assistant feels scary because you’re letting go. But trust me, done right, it’s one of the smartest moves you can make as a small business owner.

Start small, stay clear and treat your VA as a partner, not just a task robot. You’ll wonder how you ever did it all alone.

Need help figuring out if you’re ready to hire?

I love helping founders and small teams get their ducks in a row before they bring someone new on board. If you want to chat through it, I’m here.