How to Find the Right Virtual Assistant for Your Business
You’re the visionary. The founder. The one who had the courage to build a business from the ground up.
But now that it’s growing, so is everything else—your to-do list, your inbox, your responsibilities, and let’s be honest… your stress.
If you're like most business owners we meet, you're juggling everything. You know delegation is the key to getting to the next level, but hiring help? That feels like a full-time job in itself.
And hiring the wrong help? That’s a nightmare you don’t have time to live through again.If your business is growing, chances are your overwhelm is too. That’s the paradox of success: more clients, more revenue… and more emails, scheduling snafus, and 2 a.m. “I’ll just do it myself” moments.
You know you need help. You’ve probably even typed “hire a virtual assistant” into Google a few times. But between horror stories of flaky freelancers and the déjà vu of having to train someone again, it’s easy to stay stuck doing it all yourself.
But you didn’t build your business to get buried in busywork. You built it to make an impact. To scale. To thrive.
And that starts with getting the right support.
Here’s how to vet and find the right virtual assistant for your business—without second-guessing your instincts or wasting time on the wrong match.
1. Go Beyond the Résumé
A long list of past roles or tools isn’t a guarantee of competence. The most effective VAs don’t just “check boxes”—they understand the why behind the work and can communicate clearly and proactively.
When reviewing applications, look for:
Clarity in writing (spelling and grammar matter—it’s a proxy for attention to detail)
Personality that aligns with your communication style. Is it short and to the point or warm and friendly? This is how they will be communicating with you and possible your clients and internal team.
Specifics about outcomes, not just tasks (“I managed inboxes” vs. “Reduced CEO email volume by 60%”)
Tip: Look for substance over flash. An application that shows care, curiosity, and strategic thinking is often more valuable than one with a perfect tech stack.
2. Prioritize Soft Skills Like Your Business Depends On It (Because It Does)
Hard skills can be trained. Soft skills—like responsiveness, initiative, proactive problem solving, and grace under pressure—are what turn a VA into a trusted right hand.
When evaluating a potential assistant, ask yourself:
Do they follow up without being prompted?
Do they ask thoughtful clarifying questions?
How do they respond to feedback or ambiguity?
Create a small real-world (PAID) test project and observe how they work under gentle pressure. You’ll learn more from how someone handles a task with gaps or loose instructions than you will from a polished portfolio.
Bonus: Add an open-ended component to the project—something that invites creativity or a value-add. See how they respond. Initiative is a powerful predictor of future success.
3. Look for Signs of Critical Thinking and “Above and Beyond” Energy
A great virtual assistant isn’t just checking off your to-do list. They’re thinking ahead. They’re suggesting ways to make things run smoother. They’re doing the work and noticing what’s next.
While testing or interviewing, pay attention to:
Whether they complete the task exactly as instructed or bring insights beyond the brief
Whether they anticipate needs or gaps without being told
If they ask smart, contextual questions that show they’re thinking about the big picture
Critical thinking can’t be faked. And while you may not need strategic support right away, this trait is invaluable as your business grows.
4. Match for Fit, Not Just Capability
You can find someone who’s technically great and still end up frustrated if the match isn’t right.
The best VA-Client relationships are built on alignment in communication, pacing, work style, and values—not just hard skills. You’ll want to consider:
Do they thrive with structured systems or more open-ended tasks?
Are they proactive or reactive?
Do they need daily check-ins or prefer autonomy?
Are they energized by fast-paced environments or slower, more thoughtful workflows?
Are they an extroverted people person or an introverted, organizational whiz?
You’re hiring for collaboration, not just delegation. Fit matters for a successful, long-term working relationship.
Pro tip: During interviews, talk about how you like to work, not just what you need done. That conversation will reveal a lot more than asking, “Can you use ClickUp?”
5. Make the Reference Check a Real Conversation
If you’ve ever skipped calling a reference because you were “pretty sure” about someone—this is your reminder not to do that again.
When speaking to references, move beyond generic praise and get into the specifics:
What type of work environment helped them thrive?
How did they handle feedback or change?
Were there any red flags that surfaced over time?
Would you hire them again? Why or why not?
Look for patterns, not perfection. A reference who hesitates is telling you something—even if they’re trying to be polite about it.
Pro Tip: Reference checks can be emailed surveys with multiple choice and open-ended questions. Evaluate enthusiasm and timeliness of responses. Also evaluate the quality of the references—are they co-workers or supervisors?
6. Always Do a Live Interview—Even for Remote Work
It might seem like overkill for a remote role, but a 30-minute video call can reveal:
Confidence and clarity in communication
Ease and presence (can they show up with calm professionalism?)
Responsiveness to your questions in real time
This doesn’t have to be a formal interrogation. Just talk about how you work, what matters to you, and a few real-life challenges you’ve faced. See how they respond.
You’ll know more in that call than you will from hours of email back-and-forth.
Pro Tip: Open your interview conversations by asking what they enjoy doing outside of work. Talking about interests and hobbies will put them at ease, help you get to know the real person, and potentially reveal hidden talents.
7. Hire for Where You’re Headed, Not Just Where You Are
Don’t just hire a VA to take things off your plate. Hire someone who can grow with you.
That means thinking beyond your current overwhelm and asking:
What projects or roles might I want support on 3–6 months from now?
Is this someone I’d trust to represent my business externally (or internally)?
Could they move into a bigger role or help me build systems down the road?
Hiring from this long-game perspective means fewer transitions, better relationships, and more scalable support.
Your future CEO self will thank you.
You Don’t Have to Do It All—You Just Need the Right Match
Hiring a virtual assistant isn’t just a tactical decision—it’s a leadership one.
When you delegate well, you free up your energy for high-impact work, strategic growth, and yes, even rest. But when the hire goes wrong, it’s demoralizing, costly, and time-consuming. And, turnover is expensive.
That’s why how you hire matters. A thoughtful, structured vetting process protects your time, your peace of mind, and your business momentum.
And if that process feels too heavy to take on alone—there’s good news.
You don’t have to.
Want to Skip the Guesswork?
At Sparent, we’ve built our entire company around helping smart, overwhelmed business owners delegate with confidence.
We handle the vetting, testing, interviewing, and matching process so you don’t have to. Our virtual assistants are carefully selected, deeply human, and aligned with the values that matter most: integrity, initiative, and emotional intelligence.
We believe doing it all is playing small.
Let us help you do it differently.
Your business deserves better than burnout. You deserve support that sticks.