Once you've decided that hiring a virtual assistant is the right move for your business, the next challenge is finding the ideal candidate to support your needs.

But with countless platforms and services on the market, the process can quickly become overwhelming, adding more stress to your already hectic life.

So, we're here to help streamline your search by highlighting the most effective places to hire a virtual assistant. From freelance marketplaces to specialist services, we’ll explore the top avenues to help you connect with talented professionals who help you feel more organized and in control of your workload.

What is a virtual assistant?

Hiring a virtual assistant can be a game-changer for those struggling to balance all the personal and professional tasks on their plate.

Unlike a traditional full-time employee, virtual assistants are often independent professionals who work from a remote location, providing much-needed administrative support without the need for physical office space. This remote setup not only reduces overhead costs for small business owners but also offers more flexibility in terms of working hours and availability.

Whether it's scheduling appointments, organizing emails, or conducting web research, offloading these routine administrative tasks allows busy business owners to focus on higher-priority projects and strategic decisions that take their business to the next level.

Finding the right virtual assistant for your needs

According to recent reports, there could be as many as 25,000 virtual assistants working around the world right now.

On the one hand, there's certainly no shortage of options!

But on the other hand, virtual assistance isn’t a one-size-fits-all system. What might work for one business owner might not work for another.

So, let’s dive into some of the best ways to find a virtual assistant so you can make the choice that's just right for you...

Online marketplaces

One of the most popular options for outsourcing is to search freelancing platforms like UpWork, Freelancer, or PeoplePerHour. There are dozens of sites that offer to connect businesses and enterprises with freelance virtual assistants for short or long-term work.

Depending on the platform, the process is pretty straightforward. You can search for candidates based on location, budget, or the skills you need. Many of these platforms allow their freelancers to write fairly extensive profiles or bios that list their skills and proficiencies, which can save you a lot of time if you’re trying to get someone up to speed in a niche industry.

Another way to find an assistant is by posting a job listing. You can spell out exactly what you’re looking for and then wait for applications to roll in. While it’s great to have so many options, choosing the right person can be tough. Some platforms have stricter screening processes than others, so it's important to do your due diligence to separate the wheat from the chaff.

To help with your decision, most platforms offer reviews and ratings from previous clients, giving you a better idea of what to expect from a freelancer. If things don’t go as planned, many sites have safeguards in place, like payment escrows, so your money is only released once you’re happy with the work.

Though these platforms were initially designed for one-off jobs, they now offer more flexibility, allowing you to negotiate longer-term arrangements either by the hour or for a set project price. Keep in mind that these sites charge a fee, usually between 10-30%, which freelance virtual assistants often build into their rates.

Using these platforms does take some effort. You’ll need to post your job, sift through applications, and interview candidates, which can be time-consuming. And sometimes, after all that work, your top pick might get snatched up by someone else.

Plus, the competitive nature of these freelance marketplaces means that some applicants frequently apply for many jobs per day without reading the job description properly. To weed out these applicants, state a phrase near the bottom of your ad that they should open their cover letter with. This way, you’ll know they’ve taken some time to read the ad, and haven't just sent you a generic submission.

Key points summary

• Hiring process: These platforms allow you to search for candidates based on country, budget, or skills, and you can either choose from profiles or list a job and wait for applications. Posting ads, reviewing applicants, and interviewing candidates can be time-consuming, and you may receive generic applications.
• Quality: Platforms offer reviews, star ratings, and a history of completed jobs to help assess candidates, but not all freelancers may meet the desired quality or experience levels.
• Client protections: Some sites offer payment protection through escrow accounts and a remediation process for disputes.
• Pricing: The competitive nature of these marketplaces means you can find candidate options to suit every budget, however, freelancers may increase their pricing on these platforms to cover the fees on their earnings (around 10-30%).

See: Virtual Assistant Vs. Freelancer: The Best Ways To Outsource

Overseas outsourcing

One of the great benefits of the internet is how it has opened up the door to remote work, connecting businesses with talent from around the world. With the cost of living varying so much globally, companies can tap into a diverse pool of skilled workers, often at lower rates.

This is what makes overseas outsourcing particularly attractive to small business owners. You can find capable virtual assistants for administrative support for $3-$10 per hour.

Beyond cost savings, overseas virtual assistants offer other advantages. Their time zones might allow them to work outside your regular business hours, and their different holiday schedules mean they may be available during times like Thanksgiving or Christmas.

However, there are some challenges to keep in mind. While lower costs are certainly appealing, it's important to weigh this against the value you want your virtual assistant to bring to your business. Sometimes, focusing too much on price can lead to a compromise in quality.

Language and cultural differences can also pose challenges. Even fluent English speakers might miss certain nuances or cultural cues. This can impact communication, which in turn can affect how well they can complete the work. Additionally, understanding the local culture where your assistant is based can be crucial, as it might influence how they approach tasks.

Security is another consideration. Different countries have varying regulations on handling personal and financial data, so it's important to understand the legal landscape in the country you're hiring from.

Key points summary

• Pricing: Overseas virtual assistance is one of the most cost-effective solutions for budget-conscious businesses. If you find the right person or agency, your investment could go a long way.
• Availability: Overseas assistants may offer flexible availability across different time zones and work during holidays not observed in your country.
• Quality: There are plenty of competent virtual assistants in these overseas markets, but quality can vary widely. Potential language barriers and cultural misunderstandings may cause issues. Extra caution may be needed for customer-facing roles.
• Security: Different countries have varying regulations for handling personal and financial data, which could pose security risks if not carefully managed.

See: How To Share Secure Information With Your Virtual Assistant

Independent virtual assistants

Along with agencies and online freelancing platforms, many virtual assistants advertise their services independently. You’ll typically find them online, usually on social media or local job boards, and many will have their own website to showcase their services.

However, it's important to bear in mind that having a slick and professional-looking website doesn’t guarantee someone will be a high-quality hire. Anyone can make a website look good and say they're the best. So, take your time to check them out properly.

A trustworthy virtual assistant will understand the importance of security and privacy for their clients, and they should be more than willing to share any reviews, testimonials, and references that will back them up.

Independent virtual assistants have the complete flexibility to set their own hourly rate, which can vary widely based on several factors. Typically, their hourly charges range from $15 to $50. This variation depends on the assistant's level of expertise, the reputation they have built in their role, and their geographical location.

Simply put, a virtual assistant with extensive experience and a strong professional reputation might command higher rates, while those just starting out or in regions with lower costs of living might charge less. Plus, any specialized skills or niche knowledge that an assistant offers can also influence their pricing, with more specialized services often warranting higher fees.

If you're hiring a virtual assistant outside of a platform or agency, remember that you won't have a customer support team to help you if things go wrong. Be sure to agree on your payment terms and their rates from the start to avoid any potential headaches later on. Using secure payment methods like PayPal can help protect you, but remember to avoid the “friends & family” option as this doesn’t provide the same buyer protection.

Key points summary

• Hiring process: Independent virtual assistants can be found online or through job boards, often with their own websites to promote their services. Like a traditional hire, a reliable VA should be transparent about their experience and willing to provide evidence, such as reviews and references, to prove their credibility.
• Pricing: Independent virtual assistants set their own rates, which range between $15-$50 per hour depending on their expertise, reputation, and even location. Agree on their hourly rate and how they'll be paid upfront, and aim to use secure options like PayPal to protect yourself.
• Lack of agency support: Without the backing of an agency or platform, working with an independent VA means you have to handle every step of the process yourself, including dealing with any issues that may arise.

Premium fully managed virtual assistant services

When it comes to administrative support, premium fully managed VA services are the pinnacle of outsourcing—and this is reflected in the price. Services like Time etc cost around $33-38 per hour. While this rate is higher than what you might pay overseas, it’s often close to what experienced freelancers or independent VAs might expect to earn.

The main advantage of a fully managed service is that it solves many of the problems you might face with other options in this list. These services are very selective, carefully screening candidates to make sure only reliable, skilled, and experienced professionals fill their talent pool. Many of these virtual personal assistants come with years of experience at well-known, big-name companies, which is a big plus.

And for industries where privacy and data security are crucial, the best virtual assistant services have solid confidentiality agreements in place with their assistants to give your sensitive information an extra layer of protection.

Another benefit is the ease of payment and billing, which is handled through the agency and can be set up automatically. This reduces the risk (and frustration!) that comes with managing everything yourself.

If things don’t go as planned, having someone to talk to and take care of the situation can make all the difference. Whether it's finding someone who's a better fit for your business, or arranging cover while your assistant is sick or on vacation, a fully managed virtual assistant service will keep everything running smoothly and make sure you have the right support you need to succeed.

Key points summary

• Pricing: The cost of fully managed VA services is higher than overseas options but comparable to experienced freelancers.
• Quality: Their rigorous screening and vetting processes make sure every candidate in their talent pool has the skills and experience needed to complete tasks to a high standard.
• Client support: If any issues arise, you save yourself the time and stress of having to solve them yourself. You're free to focus on your business while the agency handles the day-to-day management of your assistant.
• Security: Premium fully managed services offer strong privacy protection with legally binding contracts and confidentiality agreements.

See: The Ultimate Guide to Finding a Virtual Assistant

What's the bottom line?

Deciding to hire a virtual assistant can make a big difference in how smoothly your business runs and how much you get done. With the right match, you can lighten your workload and focus on what matters most.

Whether you’re a small business owner wanting to maximize your resources or an entrepreneur looking for a qualified professional to help with your administrative tasks, knowing where to look is key to finding the right person for you.

By considering what you need, your budget, and the type of support you’re after, you’ll be able to narrow your search and find a virtual assistant who fits your needs and takes you closer to your goals.

And if an elite virtual assistant from a fully managed VA service is the best choice for your business, look no further than Time etc.

Since 2007, we've helped over 22,000 small business owners and high-level executives by matching them with the best virtual assistants to help them feel less stressed and more in control of their workload.

We know your time is valuable, which is why you won't have to do any of the heavy lifting. We can save you between three to six weeks of recruiting an assistant yourself (and up to 90% of the cost of hiring!).

So, ready to give it a shot?

Speak to our expert team to get started, and we'll handle the rest! We’re ready to set you up with a professional assistant based on the skills and experience you need, so get in touch today.