Virtual assistants (VAs) can save you time and reduce costs, especially with the global VA market growing by 23% by 2025. Here’s a simple 12-step checklist to hire the right VA for your business:
- List Your Requirements: Define tasks, skills, tools, budget, and schedule.
- Write the Job Description: Clearly outline daily tasks, required experience, and technical needs.
- Find Candidates: Use platforms like Outsource My Business or network referrals.
- Review Applications: Check work history, skills, and match with your needs.
- Test Skills: Assign practical tasks to assess abilities.
- Reference Checks: Verify past performance with previous employers.
- Present Job Offer: Include pay, benefits, and an employment agreement.
- Start and Train: Provide resources, tools, and a structured onboarding process.
- Track Results: Set metrics, monitor performance, and give feedback.
- Ongoing Development: Invest in training and skill enhancement.
- Build Relationships: Foster open communication and team integration.
- Evaluate and Improve: Regularly review and optimise the process.
Quick Tip: Filipino VAs are cost-effective and skilled, with rates between AUD $910–$1,300 per month. Platforms like Outsource My Business simplify hiring with pre-screened candidates and support.
This guide ensures a smooth hiring process, saving you time and improving business efficiency.
How To Hire A Virtual Assistant In The Philippines – Step By Step
Step 1: List Your Requirements
Identify exactly what you need from a virtual assistant to ensure you find the best match.
Tasks to Delegate
Many Australian businesses outsource tasks such as:
- Administrative duties (email management, calendar scheduling)
- Social media management
- Customer service
- Content creation
- Bookkeeping
- Real estate documentation support
Skills and Tools Needed
A study found that 78% of top-performing VAs prioritise organisation as their strongest skill.
Key skills to look for:
- Excellent written and verbal communication
- Strong time management and organisational abilities
- Problem-solving skills
- Attention to detail
- Ability to quickly learn new systems
Proficiency in essential tools:
| Tool Category | Common Platforms |
|---|---|
| Productivity | Google Workspace |
| Project Management | Asana, Trello |
| Communication | Zoom, Slack |
| CRM Systems | Salesforce, HubSpot |
Budget and Schedule
Set clear financial and scheduling expectations. Here’s a cost breakdown for Australian businesses:
Typical Costs:
- Filipino VAs: AUD $910–$1,300 per month
- Time tracking software: AUD $6–$15 per month
Scheduling Considerations:
- Define core working hours that align with your time zone
- Decide between part-time or full-time support
- Determine if you need fixed hours or a more flexible schedule
Amanda Jeffrey, CEO of Fox Cosmetics in Queensland, shared that hiring a skilled VA significantly improved her business operations.
Once you’ve outlined your requirements and budget, you’re ready to move on to Step 2: crafting a detailed job description.
Step 2: Write the Job Description
Using the outlined requirements, create a job description that clearly explains daily tasks, required experience, and technical expectations.
Daily Tasks
Define the role by listing specific responsibilities.
| Task Category | Common Responsibilities |
|---|---|
| Administrative | Managing emails, scheduling calendars, data entry |
| Communication | Handling client emails, team updates, meeting notes |
| Project Support | Preparing documents, conducting research, reporting |
| Technical | Updating CRMs, organising databases, file management |
Include clear deliverables and deadlines, such as "Submit weekly sales reports by Monday 10:00 AEST."
Required Experience
Separate skills into those that are essential and those that are preferred.
Must-Have Skills:
- At least 2 years of experience as a virtual assistant
- Excellent written and spoken English
- Strong organisation and time management skills
- Familiarity with common business tools
- Stable internet connection (minimum 20 Mbps)
Nice-to-Have Skills:
- Experience working with Australian businesses
- Familiarity with industry-specific tools
- Social media management skills
- Basic graphic design knowledge
"It’s good practice to separate the ‘must have’ virtual assistant skills and experience from the ‘nice to haves’."
Technical Requirements
Outline additional expectations:
- Working hours (mention AEST/AEDT)
- Internet speed and backup power setup
- Hardware requirements (computer, headset)
- Adherence to security and confidentiality standards
Essential Tools:
- Microsoft Office or Google Workspace
- Video conferencing software (Zoom, Microsoft Teams)
- Project management platforms (Asana, Trello)
- Communication tools (Slack)
- Time tracking software
For Filipino virtual assistants, specify:
- Daily progress updates via email
- Regular video check-ins
- Clear problem-solving processes
- Open communication practices
A well-crafted job description like this ensures clarity before you begin sourcing candidates.
Step 3: Find Candidates
Once your job description is ready, the next step is to find virtual assistants through platforms and networks that specialise in connecting businesses with skilled professionals. This process links your job description with the actual sourcing of candidates.
Use Outsource My Business
Outsource My Business is a platform designed to connect Australian businesses with skilled virtual assistants from the Philippines. Here’s what they offer:
| Feature | Details |
|---|---|
| Pre-screening | Candidates go through a thorough vetting process |
| Skills matching | Matches candidates based on your specific needs |
| HR support | Includes payroll management and administrative assistance |
| Rates | Between $10-$20 AUD per hour |
| Replacement guarantee | Ensures a risk-free hiring experience |
Network Referrals
Tap into your professional network to find the right virtual assistant:
- Reach out to business owners already working with virtual assistants.
- Share your requirements on LinkedIn, clearly outlining the skills you need.
- Join Australian business groups that focus on remote work opportunities.
- Request testimonials or recommendations from trusted contacts.
Being clear about your needs helps others suggest candidates who are a good fit for your business.
Benefits of Filipino Virtual Assistants
Filipino virtual assistants offer several advantages for Australian businesses:
| Advantage | Explanation |
|---|---|
| Time zone compatibility | Only 2-3 hours behind AEST, allowing for easy collaboration |
| Familiarity with work culture | Strong understanding of Western business practices |
| Communication skills | High proficiency in English |
| Cost efficiency | Affordable rates without compromising quality |
| Tech-savvy | Skilled in using modern business tools |
When choosing a platform, look for one with a proven track record and strong support services. For example, Outsource My Business provides end-to-end recruitment services, including candidate screening, skills assessments, and ongoing support to ensure a smooth and successful hiring process.
Step 4: Review Applications
After sourcing candidates, it’s time to evaluate applications based on your outlined requirements to find the best virtual assistant for your needs.
Check Work History
When assessing a virtual assistant’s work history, focus on these key areas:
| Assessment Area | What to Check |
|---|---|
| Job tenure | Length of time in previous roles (aim for at least 12 months) |
| Industry expertise | Relevant experience in your field or transferable skills |
| Tool proficiency | Knowledge of required software (e.g., G Suite, Trello) |
| Client portfolio | Types of businesses and projects they’ve worked with |
| Task complexity | Responsibilities handled in previous roles |
Request work samples or portfolio pieces that relate directly to your requirements. Then, evaluate their communication and problem-solving skills through a structured video interview.
Video Interview Questions
Use these targeted questions during your video interviews:
- "What was the most challenging virtual assistant role you’ve had, and how did you handle it?"
- "How do you prioritise tasks when juggling multiple deadlines?"
- "Can you share an example of a difficult client issue you resolved?"
- "What remote collaboration tools do you prefer, and why?"
- "How do you manage work-life balance when working with Australian time zones?"
"It felt like [my virtual assistant Maria Donna] had already been with me for 2 or 3 weeks when she started on the first day because she had already been given all the background info on what I did, how I did, what they had changed, implemented. She was already well versed when she came to me." – Jenny Dinh, Co.Lab Space Sydney
After the interviews, assess whether the candidate’s work style is a good match for your business culture.
Work Style Match
Using your initial skills checklist, evaluate how the candidate’s work style aligns with your needs:
| Factor | What to Look For |
|---|---|
| Communication | Clear, prompt responses during early interactions |
| Initiative | Examples of independent problem-solving |
| Adaptability | How they handle shifting priorities |
| Organisation | Preferred methods for managing tasks |
| Learning style | Approach to learning new tools or processes |
"OA is such a great asset to any business – both big and small. I would be completely lost without the help I receive each day from Anika and Alaila. Not only do they do wonders for the day-to-day running of my business, but they are such a valuable part of my team." – Sarah Garner, Founder, Digital Bloom
Prioritise candidates who show strong organisational abilities and a genuine interest in contributing to your business goals.
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Step 5: Test Skills
After interviews, the next step is to assess candidates’ practical abilities with tasks that reflect their potential job duties. This helps confirm whether they can handle key responsibilities effectively.
Work Sample Tasks
Create tasks that mimic the role’s daily activities. Here’s a structured example:
| Task Type | Assessment Focus | Time Allocation |
|---|---|---|
| Email Management | Organising inbox and drafting replies | 45 minutes |
| Calendar Scheduling | Coordinating meetings across time zones | 30 minutes |
| Document Creation | Formatting reports and presenting data | 60 minutes |
| Research Task | Gathering and synthesising information | 45 minutes |
| Project Management | Prioritising tasks and planning timelines | 60 minutes |
Provide clear instructions, realistic deadlines, and access to necessary tools to ensure candidates can perform these tasks effectively.
For customer service positions, use sample queries to evaluate their response time, tone, problem-solving skills, ability to align with the brand voice, follow-up actions, and documentation practices.
Handle Test Scenarios
Introduce realistic challenges candidates might face in the role. This approach helps evaluate their problem-solving skills and ability to perform under pressure.
| Scenario Type | Skills Evaluated | Expected Outcome |
|---|---|---|
| Technical Issues | Troubleshooting abilities | Resolving problems independently |
| Conflicting Priorities | Time management | Prioritising tasks effectively |
| Client Communications | Professional interaction | Clear and appropriate responses |
| Process Improvement | Initiative | Practical improvement suggestions |
| Crisis Management | Decision making | Swift and measured actions |
Evaluating Test Results
When reviewing test results, focus on these areas:
- Quality of Work
Check for accuracy, attention to detail, and how well they followed instructions. Candidates who double-check their work and ask clarifying questions stand out. - Time Management
Observe how they balance multiple tasks within the given timeframe. Strong candidates communicate progress and set realistic expectations. - Problem-Solving Approach
Look for resourcefulness, logical thinking, clear documentation of steps, and appropriate escalation when needed.
Strong performance in these tests sets the foundation for the next step: reference checks in Step 6.
Step 6: Reference Checks
Once you’ve evaluated candidates’ practical skills, it’s time to conduct reference checks. This step helps confirm their work history and reliability while offering a glimpse into their performance in real-world settings.
Feedback from Past Employers
When conducting reference checks, focus on gathering detailed feedback about the candidate’s job performance. Here’s a guide to structure your approach:
| Assessment Area | Sample Questions | Key Indicators |
|---|---|---|
| Work Quality | How consistent was their work output? | Reliability, attention to detail |
| Communication | How did they handle remote collaboration? | Clear communication, responsiveness |
| Initiative | Did they identify and resolve problems proactively? | Self-motivation, problem-solving skills |
| Time Management | How did they manage deadlines and priorities? | Organisation, punctuality |
| Team Dynamics | How well did they work with others remotely? | Collaboration, adaptability |
Use open-ended questions to encourage detailed responses. For instance, ask:
"What type of environment would help this candidate succeed?" rather than a simple yes-or-no question like "Did they work well in your environment?"
These insights can provide a clearer picture of the candidate’s abilities and work style before moving on to verify their employment details.
Confirming Experience
To complement the feedback, verify the candidate’s work history. This step involves confirming:
- Employment dates, job titles, responsibilities, and reasons for leaving
- Technical skills, project management abilities, and problem-solving examples
- Key achievements and how they handled challenges
- Effectiveness in remote work environments
When speaking with references, document the conversation thoroughly. Pay attention not just to what they say but also to how they say it – any hesitation or enthusiasm can provide additional context about the candidate’s performance.
For roles like virtual assistants, dig deeper into specific areas such as:
- Discipline in remote work settings
- Ability to make independent decisions
- Proficiency with digital tools
- Managing tasks across different time zones
- Clarity in written communication
This thorough verification ensures you’re making an informed decision, setting the stage for presenting the job offer in Step 7.
Step 7: Present Job Offer
Offer a formal job proposal to your chosen virtual assistant. A clear and detailed offer helps set expectations and establishes a strong working relationship.
Pay and Benefits
Base the compensation on market rates and your budget. For Filipino virtual assistants, typical monthly rates range from AUD 910 to AUD 1,300 for full-time work.
Key components to include:
| Component | Details | Considerations |
|---|---|---|
| Base Rate | AUD 910–1,300/month | Depends on skills and experience |
| Payment Schedule | Bi-monthly or Monthly | Align with the VA’s preference |
| Payment Method | Bank transfer/Digital | Be mindful of transfer fees |
| Health Benefits | ~AUD 23/month | Covers PhilHealth |
| Performance Bonuses | Quarterly or Annual | Tied to KPIs |
Payment platform fees:
- Wise: AUD 1.77 flat fee + 0.65% of the transfer amount
- PayPal: 2% (capped at AUD 60)
- Remitly: AUD 7.50 for bank transfers
Ensure all compensation details are finalised before drafting a formal agreement.
Employment Agreement
An employment agreement should include:
- Work Schedule: Specify hours, time zone alignment, and whether the role is full-time, part-time, or project-based.
- Scope of Work: Outline main responsibilities, tasks, communication expectations, and performance metrics.
- Professional Policies: Detail leave entitlements, holidays, sick days, equipment needs, and data security guidelines.
- Legal Protections: Address NDAs, intellectual property rights, termination terms, and dispute resolution processes. Clearly state the independent contractor status.
To maintain accountability, require daily email updates summarising:
- Tasks completed
- Challenges faced
- Assistance needed
- Plans for the following day
Step 8: Start and Train
Getting started with a new hire requires clear processes, the right tools, and effective training to ensure a smooth transition.
Training Resources
Develop a structured training program with all the necessary materials:
| Resource Type | Purpose | Format |
|---|---|---|
| Standard Operating Procedures | Step-by-step task guides | PDF, video tutorials |
| Communication Protocols | Guidelines for updates and meetings | Written guidelines |
| Task Checklists | Ensuring quality and consistency | Digital checklists |
For more complex tasks, record screen tutorials using tools like Loom or Screencast-O-Matic. These videos provide a handy reference for your virtual assistant (VA) to revisit whenever needed.
"From the get-go, you want your new worker to feel comfortable… Let them know that you are here to help them get off on the right foot." – John Jonas
Work Tools Setup
Set up essential tools to streamline workflows:
| Tool Category | Recommended Option | Monthly Cost (AUD) |
|---|---|---|
| Communication | Slack Pro | $6.67/user |
| Video Meetings | Zoom Business | $19.99/host |
| Project Management | Asana Premium | $13.49/user |
| Time Tracking | Toggl Starter | $9.00/user |
| File Storage | Google Workspace | $7.99/user |
Use a secure password manager to share login credentials safely. Create separate accounts for your VA on each platform, ensuring they have the right level of access. Once everything is set up, introduce your VA to the team with a structured plan.
Team Introduction
Help your VA feel part of the team with these steps:
- Welcome Package
Send an email with key resources like:- A team organisation chart
- Contact details for key members
- A guide to company values and culture
- Communication expectations
- Virtual Meet and Greet
Arrange a video call to:- Introduce team members
- Explain reporting structures
- Clarify roles and responsibilities
- Address any initial questions
- Mentorship Assignment
Pair your VA with a mentor for the first month. The mentor can guide them, ensure tasks are completed correctly, and provide feedback.
"Assure your worker that they can come to you with any problems. When they know you’re willing to help, they are much less likely to be embarrassed or worried about disappointing you." – John Jonas
Track progress using your project management tools and keep communication channels open. Start with daily check-ins during the first week, then shift to weekly progress meetings.
Step 9: Track Results
Once you’ve onboarded and trained your VA, the next step is to monitor their performance. Use clear metrics and provide regular feedback to ensure they meet expectations.
Set Success Metrics
Establish measurable goals for your VA, such as task accuracy, response times, and overall productivity. Here’s a breakdown of key areas to focus on:
| Metric Category | Key Measurements | Considerations |
|---|---|---|
| Task Completion | Completion rate and accuracy | Ensure tasks are done efficiently and correctly |
| Time Management | Response and turnaround times | Queries should be addressed promptly |
| Quality Control | Customer satisfaction, revisions | Aim for high satisfaction and minimal rework |
| Productivity | Tasks completed and efficiency | Compare output against expectations |
Tools like Time Doctor can help streamline monitoring, with reports showing efficiency improvements of up to 85%.
Progress Meetings
Schedule regular check-ins to stay aligned and address any issues early.
- Weekly Check-ins: Dedicate 30 minutes each week for video calls to review tasks, discuss challenges, and set priorities.
- Monthly Reviews: Conduct in-depth performance evaluations. Focus on areas like task completion, communication, tool usage, and professional growth.
These meetings help keep your VA on track and allow for timely feedback.
Ongoing Development
Invest in your VA’s growth through structured initiatives. This not only improves their skills but also boosts overall productivity.
| Development Area | Strategy | Outcome |
|---|---|---|
| Skill Enhancement | Monthly training sessions | Better skills and higher-quality work |
| Process Optimisation | Regular workflow reviews | Improved efficiency |
| Tool Mastery | Certification courses for software | Fewer errors and smoother operations |
| Communication | Language and cultural training | Stronger team dynamics |
For example, SmartBuyGlasses tripled team performance by implementing consistent tracking and development.
"As we optimise cost-efficiency, we also commit to the productivity of our staff."
– Rommel Ragasa, Phoenix Virtual Solutions
If performance issues arise, try the ‘Sandwich Method’ – start with positive feedback, address areas for improvement, and close with encouragement. Additionally, set project budgets and enable alerts for time overruns.
Conclusion
Key Takeaways
Following a clear 12-step hiring process helps build strong, lasting relationships with Filipino virtual assistants. Here’s how the process breaks down:
| Phase | Key Actions |
|---|---|
| Planning | Define job requirements and budget |
| Recruitment | Find and attract qualified candidates |
| Evaluation | Assess skills and experience |
| Onboarding | Lay the groundwork for success |
Studies suggest this structured approach boosts loyalty and commitment among Filipino virtual assistants. These steps not only improve hiring results but also align with tailored support options.
Why Choose Outsource My Business?
Outsource My Business simplifies the process by offering end-to-end recruitment services for Filipino virtual assistants. Their services include:
- Access to pre-screened candidates for $10–20 AUD per hour
- Full HR and payroll management
- Replacement guarantees and regular follow-ups
"Filipino workers are incredibly loyal. Once you hire them and train them, they’ll be a tremendous asset for your business for years to come." – John Jonas, Outsourcing Expert and Creator of OnlineJobs.ph
