What to Look for in a Virtual Assistant: A Guide for Purpose-Driven Professionals
Hiring a virtual assistant (VA) can be a game-changer for your business. Whether you’re an entrepreneur, non-profit leader, or holistic health practitioner, the right VA doesn’t just save you time—they help you stay grounded in your zone of genius while everything else hums along behind the scenes. But how do you know who’s the right VA for you?
Here are a few key things to look for when choosing a virtual assistant who truly supports your workflow and vision.
1. Alignment with Your Values
A VA should be more than just efficient—they should get you. Look for someone who understands your mission, your clients, and your working style. If you’re building a purpose-driven brand or working in a values-based industry, that alignment matters. It means your VA will represent your business with authenticity, whether they’re managing your inbox or posting to your social media.
2. Clear Communication
Since you’re likely not working in the same physical space, communication is everything. A great VA is responsive, professional, and proactive. They’ll ask the right questions, keep you in the loop, and follow through on the details. Look for someone who’s clear, kind, and comfortable giving updates or flagging things when needed.
3. Tech Savvy (In the Right Tools)
You don’t need someone who knows every platform under the sun—but you do need a VA who’s comfortable in the tools you use (or willing to learn fast). Whether it's email marketing (like MailerLite or ConvertKit), project management tools (like ClickUp or Trello), CRM systems, or website platforms (like Squarespace or WordPress), make sure there’s a good fit.
Bonus: A great VA might even introduce you to time-saving tech you didn’t know you needed.
4. Organized and Self-Directed
The best VAs are not waiting around for instructions—they’re anticipating your needs and streamlining your systems. Look for someone who demonstrates initiative, is process-oriented, and thrives with checklists, SOPs, and timelines. You’ll feel it right away in how they structure their onboarding or follow up with you after a call.
5. Experience in Your Industry or Niche
While not always essential, having a VA with familiarity in your field can be a major plus. If you're a therapist, wellness practitioner, or creative entrepreneur, a VA who already knows the landscape will require less training and bring more insight to the table. They'll understand the nuance of confidentiality, your clients’ needs, or how to speak in your brand voice.
6. Flexible Yet Reliable
Things change quickly in a small business, and your VA should be able to pivot with you. That said, you also want someone with clear boundaries and consistent availability. Ask about their working hours, turnaround times, and communication style so expectations are aligned from the start.
7. A Great Personality Fit
Finally, don’t underestimate the importance of vibe. You’re going to be in close contact with this person, so you want to feel like they’re someone you trust, enjoy working with, and can have open conversations with. A little bit of shared humour, warmth, or worldview can go a long way.
Final Thoughts
The right virtual assistant isn’t just a contractor—they’re a collaborator. They help you focus on what you do best, create breathing room in your day, and offer behind-the-scenes support that keeps your business moving forward with integrity and flow.
Invest time in finding someone who checks the boxes and feels like a good match. When you do, the return on investment is more than time saved—it’s clarity, creativity, and peace of mind.