How to Hire Your First Filipino Virtual Assistant

Published by admin on May 28, 2025

How To Hire A Virtual Assistant In The Philippines – Step By Step

Step 1: Choose Tasks to Outsource

To make outsourcing work for you, start by identifying tasks that offer the most value when delegated. This allows you to focus on what matters most while ensuring your business runs smoothly. Let’s explore which roles are ideal for outsourcing and how to decide what tasks to hand off.

Popular Roles for Outsourcing

Filipino virtual assistants (VAs) are a popular choice for outsourcing, thanks to the Philippines’ $30 billion outsourcing industry, which employs over 1.3 million professionals. These VAs are skilled in a range of tasks, making them a versatile addition to any team.

Administrative support is one of the most common areas for outsourcing. Tasks like managing emails, scheduling appointments, data entry, and preparing documents are handled efficiently by Filipino VAs, known for their strong organisational abilities.

Customer service is another area where Filipino VAs excel. As the fourth-largest English-speaking population in the world, the Philippines produces professionals who can handle phone calls, live chats, and email inquiries with excellent communication skills.

Digital marketing tasks are increasingly being outsourced as well. Filipino VAs can manage social media accounts, create content, assist with email marketing, and even handle basic graphic design. Many also specialise in areas like video editing and content writing.

For financial tasks, such as bookkeeping, invoice processing, and basic accounting, Filipino VAs offer exceptional value. A full-time VA typically costs between $360 and $960 per month, making it an affordable option for small businesses. In fact, hiring a full-time Filipino VA often costs around $9,000 annually.

By outsourcing these roles, you can tap into cost savings and operational efficiency, allowing your business to grow without stretching your resources.

How to Pick Tasks for Outsourcing

Start by conducting a weekly time audit to identify tasks that consume too much of your time or require specialised skills. Focus on three key categories: time-consuming activities, work outside your expertise, and repetitive processes. For instance, administrative tasks that eat up hours but don’t need your personal input are ideal for delegation.

Once you’ve pinpointed these tasks, assess their cost and time impact. If you’re spending 10 hours a week on admin work, that’s about 40 hours a month. At your typical hourly rate, this could easily surpass the cost of hiring a full-time Filipino VA, which is roughly $9,000 per year.

Think beyond the immediate role and consider how a VA might grow with your business. A VA who starts with basic tasks can eventually take on customer service, marketing support, or even specialised projects as your needs evolve.

Customer relations tasks are another smart choice for outsourcing, particularly for businesses that deal with frequent inquiries or require regular follow-ups. Filipino VAs can handle initial customer interactions, qualify leads, and maintain ongoing communication, leaving you free to focus on closing deals and making strategic decisions.

Document Your Processes

For successful outsourcing, it’s essential to provide clear, step-by-step instructions for each task. Use screenshots or video tutorials to enhance these guides and store them in a centralised location, like Google Docs. This ensures consistency and makes it easier for your VA to follow procedures.

Businesses with well-documented processes are 20% more productive, and organisations that use standard operating procedures (SOPs) are 21% more likely to maintain efficiency. Since 65% of people are visual learners, including screenshots and screen recordings alongside written instructions can help reduce misunderstandings.

"Having clear step-by-step processes in your business builds a strong base that helps your team grow and succeed with confidence."
– Paul Urwin, CFO, There is Talent

Before fully delegating a task, test your instructions. Ask a colleague to follow them or review them yourself after a few days to spot any gaps or unclear steps. For more complex tasks, especially those involving multiple software tools, consider creating short video tutorials. With 46% of internet users watching how-to videos weekly, this approach can be highly effective.

Well-documented processes not only make onboarding and training smoother but also ensure consistency, preserve institutional knowledge, and set the stage for ongoing improvements. By doing this, you lay the groundwork for a more efficient and scalable business.

Step 2: Find the Right Candidate

Once you’ve decided which tasks to delegate, the next step is finding the right person for the job. You can either use a managed service or take the independent route for recruitment. Here’s how to get started with trusted platforms and strategies.

Use Trusted Recruitment Platforms

For a streamlined hiring process, platforms like Outsource My Business offer pre-vetted Filipino candidates at competitive rates, typically ranging from $10–$20 AUD per hour. They also handle HR and payroll, saving you time while ensuring quality hires.

If you prefer independent recruitment, be prepared to invest more time in screening and follow-ups to find the right fit.

Write a Clear Job Description

A well-crafted job description is essential to attract skilled candidates. It should outline the role’s duties and responsibilities clearly, giving potential applicants a realistic idea of what to expect.

"The job description should accurately reflect the duties and responsibilities of the position. When well-written, it produces a realistic picture of a job and answers the question, ‘What does the person in this role actually do?’"

Wright State University

Start with a specific job title that reflects the role’s primary responsibilities. For example, instead of a vague title like "Admin Assistant", use something like "Email & Scheduling Coordinator using Calendly and CRM." Be explicit about the tasks involved – replace "general admin tasks" with "managing email correspondence, scheduling appointments via Calendly, and updating customer records in our CRM."

If the role involves tools or software specific to your business, such as MYOB or Xero for accounting, make sure to mention them. Likewise, list the everyday tools the virtual assistant will use, like Slack for communication, Trello for project management, or Canva for design work. This helps candidates quickly determine if they’re a good fit for the job.

"Write a job description with clear and concise language. Instead of jargon and confusing phrases, use simple and direct words and phrases that candidates can understand."

Indeed.com

Don’t forget to include details about working hours, especially how they align with Australian time zones. Also, highlight what makes your company stand out – whether it’s flexible working arrangements, opportunities for growth, or a welcoming workplace culture.

Once you’ve crafted a clear and detailed job description, you’ll attract candidates who are better aligned with your needs, making the screening process more efficient.

Screen and Shortlist Candidates

To narrow down your applicant pool, consider using a pre-screening questionnaire. This can reduce the number of candidates by up to 60%, helping you focus on those who meet your minimum requirements.

Pay close attention to communication skills. Remote work relies heavily on clear and professional interactions, so evaluate how well candidates express themselves and whether they follow application instructions.

Look for relevant experience, especially in similar industries or tasks. Review their portfolios, work samples, or client feedback to assess their capabilities. For roles requiring customer service or video calls, confirm they have a reliable internet connection, a quiet workspace, and the necessary equipment.

Conduct video interviews to evaluate professionalism, demeanour, and how well they might fit with your team. If the role involves working closely with Australian businesses, ask about their familiarity with local practices and working styles.

Checking references is a must, particularly for roles involving sensitive information. This step provides valuable insights into a candidate’s work ethic and reliability.

Finally, consider offering a paid trial period of one to two weeks. This gives both you and the candidate a chance to see how well they perform in the role and adapt to your business environment. It’s a practical way to confirm their suitability before making a long-term commitment.

Step 3: Interview Candidates

Now that you have a shortlist of candidates from Step 2, structured interviews are your chance to dig deeper. They help you assess not just technical skills but also communication, problem-solving, and how well a candidate aligns with your business practices here in Australia.

Prepare Job-Specific Questions

Craft your questions to uncover how candidates handle real-life job scenarios. Start by covering their skills and experience:

"What specific skills do you bring to this role?"
"Can you walk me through your experience with [tool/software]?"

Next, explore their problem-solving abilities:

"Tell me about a challenging situation you faced as a virtual assistant and how you resolved it."
"What would you do if a task was outside your area of expertise?"

For Australian businesses, time sensitivity is key, so include scenarios like:

"If an urgent client issue came up at 2 PM Melbourne time and you couldn’t reach me immediately, how would you handle it?"

You can also assess their technical skills by asking about their familiarity with project management tools, how they troubleshoot technical issues remotely, and the steps they take to maintain data security.

Finally, dive into their organisational skills:

"How do you prioritise when juggling multiple deadlines?"
"Can you share an example of a process you improved at work?"

Once you’ve covered technical abilities, shift your focus to understanding how well they’ll fit into your business culture.

Check for Business Fit

Finding the right cultural fit is essential. It’s not just about what they can do – it’s about how they’ll work with you and your team. The Philippines is ranked 2nd in Asia for English proficiency, but pay close attention to how candidates communicate during the interview. Ask them to explain their communication style and provide examples of managing tight deadlines or multiple tasks.

You can also gauge their adaptability to Australian business practices with questions like:

"Have you worked with foreign employers before?"
"How long have you been doing [specific type of work]?"

To see how well they understand your business, ask:

"How would you go about learning more about our company and its services?"
"What do you enjoy most about working as a virtual assistant?"

Keep in mind that some candidates from the Philippines may feel more comfortable with written communication rather than face-to-face discussions. Be flexible and considerate of this during the interview process.

Check References

To back up what you’ve learned in interviews, check references. This step is crucial for validating a candidate’s reliability, work quality, and how they handle deadlines or feedback. Ask for at least three references from previous clients or employers, and speak with them directly.

Key questions to ask include:

How reliable was the candidate?
How did they handle constructive feedback?
Can you provide examples of their professionalism and communication style?
Were their claimed technical skills evident in their work?

"It is immensely helpful to have a 360-degree view. This means having candidates interact with not only the people they will report to, but people who will be their peers, and the people who will report to them."
– Kieran McGrath, Associate Director, Talent and Recruiting at the Bridgespan Group

If a reference seems hesitant to offer specifics or recommendations, it could be a signal to dig deeper or reconsider the candidate. Always trust your instincts when something doesn’t add up.

Step 4: Set Up Collaboration and Onboarding

Once you’ve hired your virtual assistant, the next step is ensuring they integrate smoothly into your business operations. A well-thought-out onboarding process and the right tools can lay the foundation for a successful working relationship. These steps help ensure your virtual assistant can hit the ground running and contribute effectively.

Set Up Communication and Task Management Tools

The right tools are essential for maintaining seamless communication and managing tasks efficiently. Communication platforms enable real-time discussions and information sharing, while task management tools help with organisation, planning, and tracking progress to meet your business objectives.

Here are some popular communication tools to consider:

Tool	Free Plan	Paid Plans	Best For
Slack	Available	Standard ($6.67/user/month), Plus ($12.50/user/month)	Team messaging and file sharing
Microsoft Teams	Available	Business Basic ($5/user/month), Business Standard ($12.50/user/month)	Video calls and Office 365 integration
Zoom	Available	Pro ($14.99/month), Business ($19.99/month)	Video conferencing

For task management, these tools offer different organisational methods:

Tool	Free Plan	Paid Plans	Approach
Trello	Available	Business Class ($12.50/user/month)	Visual, card-based organisation
Asana	Available	Premium ($10.99/user/month), Business ($24.99/user/month)	Advanced project features

When selecting tools, prioritise those that support instant messaging, video calls, and file sharing to ensure effective real-time communication. Since your Filipino virtual assistant will likely work during Australian business hours, staying connected is critical. Additionally, check if your chosen tools integrate with your existing systems for a smoother workflow.

As Piotr Górecki, Head of Marketing at Gorrion, points out:

"Virtual assistant software takes a lot off your plate, letting you focus on what truly matters. It’s not just about saving time; it’s about working smarter. These tools streamline organisation, reduce errors, and boost responsiveness."

It’s also worth considering tools with time tracking and reporting features to monitor productivity and optimise workflows. Once your tools are in place, the next step is creating a structured onboarding plan to help your virtual assistant settle in.

Create an Onboarding Plan

A well-structured onboarding plan does more than provide basic training – it helps your virtual assistant feel welcome, understand your business values, and build relationships. Start by preparing an onboarding guide that includes key information about your business, such as its mission, values, tools, and processes.

Kick things off with a welcome call to introduce your virtual assistant, explain their role, and answer any immediate questions. Use this opportunity to clarify your communication preferences, working hours, and how updates should be shared. Be mindful of cultural nuances, such as respect for authority, which can influence how your assistant communicates and seeks guidance. Pairing your virtual assistant with a team member as a buddy can also provide them with additional support and help ease their transition.

Flexibility is another important factor. For example, respecting familial obligations and offering some flexibility with work schedules can go a long way in creating a supportive environment. Encourage open communication, where your virtual assistant feels comfortable sharing ideas or asking questions.

After onboarding, focus on setting clear performance expectations to ensure alignment and accountability.

Set Performance Metrics

Defining clear performance metrics is crucial for tracking progress and ensuring accountability. Key Performance Indicators (KPIs) provide a measurable way to evaluate your virtual assistant’s contributions and identify areas for improvement. Use the SMART framework (Specific, Measurable, Achievable, Relevant, and Time-bound) to set meaningful goals.

Examples of relevant KPIs include:

Task completion rate
Response time to queries
Accuracy in documentation
Proactive problem-solving
Client satisfaction

For instance, if your virtual assistant is handling customer service, you might track response times and satisfaction scores. For administrative roles, focus on accuracy and meeting deadlines. The goal is to emphasise outcomes and quality rather than micromanaging every detail.

Align these metrics with the responsibilities outlined in the job description. Use performance dashboards to monitor progress in real-time and provide regular, constructive feedback. Acknowledge achievements while addressing areas that need improvement. Schedule regular check-ins to discuss progress and maintain open communication.

As Rebecca Aced-Molina highlights:

"The best way to disengage employees is to give no feedback. Negative feedback is better than no feedback. Employees would rather engage with negative feedback than be ignored."

With these steps, you’ll set the stage for a productive and collaborative working relationship with your virtual assistant.

Step 5: Handle Legal and Payment Setup

Once you’ve established the groundwork for your collaboration, it’s time to tackle the legal and financial aspects of hiring your Filipino virtual assistant. With around 80% of Australian companies outsourcing some business functions, understanding these steps is essential to protect both parties and ensure a smooth working relationship. A solid contract and reliable payment setup are key here.

Create a Contract

A well-structured contract is the cornerstone of a professional relationship. It not only protects both parties but also sets clear expectations. One of the most important considerations is properly classifying your virtual assistant’s employment status. Missteps here can lead to serious legal issues.

Take, for instance, the 2024 case of Pascua v. Doessel Group Pty Ltd. A Filipino virtual assistant filed a claim under the Fair Work Act, despite residing outside Australia. The Fair Work Commission ruled that she was entitled to protections like minimum wage and unfair dismissal rights because her work conditions resembled traditional employment. This case highlights that Australian employment laws can apply to overseas workers when the working arrangement mirrors local employment conditions.

When drafting your contract, include these critical elements:

Scope of Work and Payment Terms: Clearly outline the tasks, deliverables, payment rates in AUD, frequency, and any performance-based incentives. Set expectations for working hours and availability to avoid creating an employment-like arrangement.
Intellectual Property Rights: Specify that all work produced by your virtual assistant, such as content or designs, is owned by your business.
Confidentiality and Data Protection: Include clauses to safeguard your sensitive business information and ensure compliance with Australian privacy laws and the Philippines’ Data Privacy Act.
Termination Clauses: Define notice periods, termination conditions, final payment terms, and provisions for immediate termination in cases like confidentiality breaches.
Dispute Resolution: Identify the governing jurisdiction and include mediation or arbitration clauses to handle conflicts efficiently.
Tax Documentation: Verify the virtual assistant’s non-residency status for Australian tax purposes, using forms like the W-8BEN or an equivalent.

Regularly review and update the contract to reflect any changes in scope, technology, or legal requirements. If you’re unsure about any aspect, seek advice from a legal professional experienced in cross-border employment.

Set Up Payments

Once your contract is in place, you’ll need a reliable payment system to formalise your financial commitments. Filipino virtual assistants typically earn between PHP 35,000 and PHP 50,000 per month (around $910–$1,300 AUD). Choose a payment platform that balances exchange rates, fees, and processing times to ensure smooth transactions.

Here are some popular payment options for Australian businesses:

Payment Method	Fees (AUD to PHP)	Processing Time	Best For
Wise	1.77 AUD + 0.65% of the amount	1–2 business days	Regular payments with competitive rates
PayPal	Approximately 2% fee	Instant to 1 business day	Quick transfers for existing PayPal users
Airwallex	1.0% above the interbank rate	1–3 business days	Managing multiple international payments
Remitly	Around 4.99 AUD fee	1–3 business days	Simple transfers and cash pickup options

Wise is often the most cost-effective option, offering competitive exchange rates and transparent fees. PayPal provides speed and convenience but may have higher exchange rate markups. Airwallex is ideal for businesses handling multiple international transactions, while Remitly offers straightforward transfers and cash pickup services.

To streamline payments, establish a clear invoicing process. Ask your virtual assistant to provide detailed invoices that specify completed work, hours logged, and any additional expenses. Automated payments can also help maintain consistency and build trust.

Make sure to account for transfer fees in your budget and keep thorough documentation for tax purposes. Additionally, ensure your virtual assistant understands their tax obligations under Philippine law.

For a hands-off approach, consider using services like Outsource My Business’s payroll solution. Starting at $10–$20 AUD per hour, this service simplifies international payments and ensures compliance with both Australian and Philippine regulations.

Lastly, maintain open communication about payment processes. Address any questions or concerns promptly to build trust and foster a strong, long-term partnership.

Conclusion: Build Your Success Foundation

Hiring your first Filipino virtual assistant can be a game-changer for scaling your Australian business effectively. With the Philippines ranking second in Asia for English proficiency, communication between Australian businesses and Filipino virtual assistants is straightforward and smooth.

Key Takeaways

Success in outsourcing is built on strategic communication, effective onboarding, and clear performance expectations. Communication is especially critical, as Gene Bohensky, CEO of Archers Contact Solutions, points out:

"One of the things I learned early on working with anybody that you’re going to outsource to is that you have to be very good at communicating the requirements for the job that you give them".

Filipino cultural values, like pakikisama (harmony) and hiya (shame), emphasise the importance of empathy and constructive feedback. When providing guidance, start with encouragement, use collaborative language like "we", and show genuine care for your assistant’s well-being.

A solid onboarding process is equally important. Use tools like video calls, project management software, and collaboration platforms to set up clear communication channels. Define protocols for how often to check in, preferred communication methods, and expected response times to keep everything running smoothly.

Building trust and transparency is essential for fostering a productive working relationship. Share your business goals and challenges openly, and encourage your assistant to voice their ideas and concerns. Acting on their feedback shows you value their input and strengthens your partnership.

For those who prefer a more hands-off approach, services like Outsource My Business can manage the recruitment, HR, and payroll processes for you. With rates starting at $10–$20 AUD per hour, they also provide ongoing support and replacement guarantees, making the transition even easier.

Your Next Steps

To get started, first identify tasks that drain your time but don’t directly contribute to revenue. Set a realistic budget for outsourcing these responsibilities.

Next, explore trusted platforms or agencies that specialise in connecting Australian businesses with Filipino talent. From day one, provide thorough training and access to the tools needed for success. Use project management software to organise tasks and monitor progress.

Schedule regular check-ins to review performance, celebrate achievements, and offer bonuses tied to measurable outcomes. Take advantage of the overlapping time zones to hold consistent meetings during shared working hours.

Ultimately, the true value of hiring a Filipino virtual assistant lies in the efficiency and strong professional relationships you can build. Take the first step today to save time, reduce stress, and grow your business.

FAQs

What legal factors should Australian businesses consider when hiring a Filipino virtual assistant?

When bringing a Filipino virtual assistant on board for your Australian business, there are a few legal aspects you’ll need to address to stay compliant and avoid any hiccups down the line.

First, make sure you’ve got the employment classification right. Are they an independent contractor or an employee? This distinction is crucial because it determines tax obligations and legal responsibilities. Misclassifying their status could lead to trouble with either Australian or Philippine labour laws. On the topic of taxes, you’ll generally find that you’re not required to pay superannuation for non-resident workers based overseas. However, it’s always a good idea to check with a tax professional to get tailored advice for your situation.

Another important step is to protect your business by having clear, detailed contracts in place. These should cover key areas like intellectual property, confidentiality, and any other terms essential to your arrangement. Such agreements not only safeguard your sensitive information but also ensure that both you and your virtual assistant are on the same page regarding rights and responsibilities. By focusing on proper documentation and adhering to both Australian and Philippine regulations, you’ll set the foundation for a smooth and legally secure partnership.

How can I communicate and collaborate effectively with a Filipino virtual assistant while respecting cultural differences?

To work seamlessly with your Filipino virtual assistant (VA), understanding cultural nuances and fostering a respectful partnership are essential. Filipinos place great importance on clear communication, mutual respect, and transparency. To set the tone, make sure you outline tasks, goals, and deadlines in detail – this helps prevent any confusion. Regular check-ins through video calls or voice messages can also make a big difference, as these interactions feel more personal and engaging than emails or text-based communication.

Consistent feedback is another cornerstone of a strong working relationship. Recognise their efforts and provide constructive advice to help them grow. Doing so not only boosts their motivation but also builds trust and collaboration. Even small gestures – like a simple "thank you" or acknowledging their hard work – can create a positive and supportive work environment, paving the way for a productive partnership.

What’s the best way to onboard and train a virtual assistant so they align with my business goals?

How to Onboard and Train a Virtual Assistant (VA)

Getting a virtual assistant (VA) up to speed starts with clarity. Begin by laying out their role and responsibilities in detail. Let them see the bigger picture – how their work ties into your business goals and contributes to its success. Providing practical resources, like step-by-step guides or video tutorials, can make their learning curve smoother and boost their confidence early on.

Consistency in communication is just as important. Schedule regular check-ins to offer feedback, answer their questions, and strengthen trust. Tools like Slack and Trello can help keep communication and task management organised and efficient. Don’t forget to introduce them to your business values and work culture – this helps them feel more connected and aligned with your vision.

By setting clear expectations and keeping the lines of communication open, you’ll build a solid foundation for a productive and successful partnership.