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Where to Hire a Virtual Assistant (and How to Find the Right One)
- Rayla Elkey
- Feb 25
- 12 min read
So you've decided to hire a virtual assistant. Now what?
How do you go about hiring a virtual assistant, and where do you even look for one? More importantly, how do you know that you've found the right one?
Here's the reality: You can hire virtual assistants through specialized agencies, freelance platforms, direct outreach, or referrals.
Teams like D9TO5 provide vetted specialists with support systems, while platforms like Upwork offer independent contractors. The best option depends on your needs: teams and agencies for ongoing support and quality assurance, freelancers for specific projects, referrals for trusted recommendations.
Let me break down each option, help you choose the right approach for your business, and show you exactly how to find a VA who'll actually deliver results.
Quick Navigation:
Finding Your VA:
Making the Right Choice:
Where to Hire a Virtual Assistant (Your Main Options)
There's no single "best" place to hire a virtual assistant. The right option depends on what you need, how much time you have to manage the process, and what you value most (cost vs. quality vs. convenience).
Let's break down each option so you can make an informed choice.
Virtual Assistant Agencies and Teams (Like D9TO5)
What They Are:
Virtual assistant teams and agencies are companies that employ or contract teams of virtual assistants. They handle the vetting, quality control, and often the training. They also tend to provide backup and support systems not only for you (the client) but also for the virtual assistant(s) that you're working with. Better yet, many of these agencies and teams offer specialized virtual assistants by industry or service type.
Pros:
Pre-vetted talent - They've already done the screening
Quality assurance and oversight - Someone's watching to ensure good work
Built-in backup if VA is sick/unavailable
Established processes and systems - They know what works
Easier to scale up/down - Add hours or services as needed
Account management support - Someone to help if issues arise
Cons:
Typically more expensive than freelancers - You're paying for the infrastructure
Less direct control over who's assigned - Though good agencies match carefully
May have minimum hour requirements - Not ideal for very small needs
Contract terms and policies - Less flexibility than direct hire
Best For:
Businesses needing ongoing, reliable support
Owners who want turnkey solutions
Companies requiring specialized expertise
Those who value accountability and backup
What Makes D9TO5 Different
Now, this wouldn't be one of my articles if I didn't give a shoutout to my own team. After all, I am the owner. I built Ditching the 9-5 as a team after working for a few traditional virtual assistant agencies and seeing the downfalls of working with them from both the client and virtual assistant side.
Issue #1: VAs being drastically underpaid
Most clients did not realize that the person actually doing the work for them was being paid only about 60% (sometimes less) of the money they were sending to the agency. And where did the other 40% go? No idea.
Our solution: We pay our team 75% of every invoice, and they keep 100% of the tips. The other 25% is used to cover processing fees, the cost of all our complimentary programs, and our executive team's time overseeing all of our team and client experiences.
Issue #2: Geographic discrimination in pay
There are far too many agencies out there who pay based on where someone is located rather than their skillset and experience. Even worse, some agencies will go as far as to exclusively hire virtual assistants from certain countries to drive up their profit margins.
Our solution: We pay everyone the same hourly rate regardless of where they are located. Simply put, someone from one country is no more or less valuable than a person from another country. Value comes from what you bring to the table, no matter where you come from.
Issue #3: Treating VAs as tools instead of professionals
Many virtual assistant companies advertise that their virtual assistants are vital support systems for business owners and something that no business owner should be without. But on the flip side, they treat their team members as tools instead of humans, and in doing so, they unknowingly pave the way for their clients to do the same.
Our solution: We treat our team members as the experienced and dedicated specialists that they are, and we not only encourage our clients to do the same but require them to. This mutual respect from all angles promotes a healthier work environment where our team members can thrive, and with them, so do our clients.
Freelance Platforms (Upwork, Fiverr, Freelancer)
How They Work:
Another option, which is arguably quite more popular for folks who have never worked with a virtual assistant before, is using a freelance platform. After all, virtual assistants are technically freelancers.
There are a few different options, but the most popular are Upwork, Fiverr, and Freelancer. Though each is slightly different, they all work in just about the same way.
Option 1: Browse Profiles You can scroll through lots of different freelancer profiles. In their profile, you'll see the services they offer, reviews from people who have hired them before, and maybe even some work samples.
Option 2: Post a Job You'll post what you need from someone, and freelancers/virtual assistants on the platform will apply to the job. Then you can sift through those applications and profiles.
Once you've selected who you want to work with, you hire them directly through the platform and pay them through it as well. You get to manage the relationship, but everything will be through the platform itself, including communication.
Pros:
Wide selection of candidates - Thousands of VAs to choose from
Competitive pricing - Bidding can drive costs down
Try before longer commitment - Easy to test someone out
Direct communication with VA - No intermediary
Platform payment protection - Some security against fraud
Cons:
You do ALL the vetting - Very time-consuming
Quality varies dramatically - From excellent to terrible
No backup if person disappears - You're on your own
You handle all management and training - Steep learning curve
Time investment to find right fit - Could take weeks
Competitive bidding can drive to lowest price - Not always best for quality
Best For:
One-off projects
Those with time to vet candidates
Specific technical skills needed
Budget-conscious with time to manage
Red Flags to Watch For:
Too-good-to-be-true pricing (suspiciously low rates)
Generic proposals (copy-pasted to everyone)
Poor English if communication is key for your work
No portfolio or examples of past work
Suspicious reviews (all 5-stars with generic praise)
Direct Hire and Referrals
How It Works:
Another option would be to directly hire an individual. You could do this by posting your own job on your website, a job board, social media, or even asking for referrals from friends/colleagues.
This will be relatively similar to posting a job on a freelancer platform. The difference here is that you'll be able to get applications from folks who may not have a profile on a freelancer platform. In my experience, a lot of the best and most experienced virtual assistants stop using those platforms after they get a few great clients. I know that I did.
Pros:
No platform fees - Direct payment, no middleman
Personal referrals come with trust - Friend vouches for them
Can negotiate directly - More flexibility in terms
Build relationship from scratch - Your way, no platform rules
Complete control over arrangement - Total flexibility
Cons:
Limited pool unless you have big network - Fewer options
All vetting responsibility on you - No support
No platform protection - Handle disputes yourself
Payment and contract setup yourself - More administrative work
No backup if it doesn't work out - Start over from scratch
Best For:
Those with strong referral networks
Specific local requirements
Unique industry needs
Long-term dedicated VA search
Industry-Specific Virtual Assistants
What They Are:
One more option that you can consider is hiring an industry-specific virtual assistant. There are lots of agencies, teams, and even individual virtual assistants who specialize in a single industry like:
Real estate VAs - MLS, transaction coordination, client follow-up
Legal VAs - Case management, legal research, client intake
Medical practice VAs - HIPAA-compliant scheduling, insurance verification
E-commerce VAs - Product listings, inventory, customer service
When to Choose Specialized:
Choosing a specialized VA isn't something that you necessarily have to do. After all, no one on my team specializes in a single industry, and our clients are perfectly happy. However, there is merit in the option.
Choose industry-specific if:
Your industry has specific compliance requirements (HIPAA, legal ethics, etc.)
Specialized software knowledge is required
Industry jargon is complex and extensive
You'd rather not train someone from scratch on industry basics
At D9TO5, we take a different approach: Rather than limiting ourselves to one industry, we have team members with various expertise areas. We match you to the right specialist for your needs, whether that's social media, tech, systems, or marketing. Our broad experience across 39 industries actually gives us an advantage because we solve similar problems for different businesses and bring those solutions to you.
How to Choose the Right Option for YOUR Business
So, with all these options, how do you choose the right one for your business?
Well, the choice you make is going to depend on a lot of things, but to make things simple for you, I've created a little cheat sheet.
Choose an Agency or Team if:
✅ You value reliability and backup support
✅ You need ongoing, consistent help
✅ You prefer turnkey solutions
✅ Quality and vetting are worth premium cost
✅ You want strategic partnership, not just tasks
Choose a Freelance Platform if:
✅ You have specific project needs
✅ You're comfortable with extensive vetting
✅ You have time to manage directly
✅ Budget is tighter
✅ You want to try before bigger commitment
Choose Direct Hire if:
✅ You have strong referral network
✅ You want long-term dedicated VA
✅ You're comfortable with contracting
✅ You have unique/local requirements
How to Prepare Before You Hire
Now, I wish it were that simple. But nothing ever is, is it? When you're going to start hiring a virtual assistant, there are some things that you need to get in order first, and that goes for any route you decide to take to find the right virtual assistant.
Step 1: Define What You Need
Before you even start looking, get crystal clear on what you're hiring for:
Task audit (what you're delegating)
Make a list of everything you want to hand off
Note how frequently each task happens
Estimate time required for each
Skills required (technical, creative, administrative)
What tools/platforms must they know?
What level of expertise do you need?
Are there deal-breaker skills?
Time commitment (hours per week/month)
How many hours of work do you have?
Is it consistent or variable?
Room for growth?
Industry knowledge needed
Do they need to understand your industry?
Or can they learn on the job?
Any compliance requirements?
Personality fit (working style)
Do you need proactive or follow-instructions?
Communication style preferences?
How much hand-holding are you willing to do?
Step 2: Determine Your Budget
Don't skip this step. You need to know what you can actually afford before you fall in love with someone outside your budget.
Calculate your hourly value (refer to our ROI post)
What do you bill per hour?
Or what do you want to make per hour?
Decide monthly investment range
What can you comfortably spend?
What would be a stretch but worth it?
Consider opportunity cost
What revenue are you losing by doing these tasks yourself?
What could you accomplish with reclaimed time?
Factor in onboarding time
First month will be less productive
Plan for learning curve
Budget for training time
Step 3: Research and Vet Options
Once you know what you need and what you can spend, start your search:
Read reviews and testimonials
Look for specific examples, not generic praise
Check multiple sources
Notice patterns (good and bad)
Request portfolios or examples
See actual work they've done
Look for quality and variety
Verify it's actually their work
Check references
Call past clients if possible
Ask specific questions about their experience
Listen for red flags
Trial period or test project
Start small before committing big
Give them a real task, not busy work
Evaluate quality, communication, turnaround
Interview candidates (questions below)
Video call, not just email
Assess communication skills in real-time
Trust your gut
Step 4: Evaluate Cultural Fit
Skills matter, but fit matters more for long-term success:
Communication style match
Do they communicate how you prefer?
Are they responsive?
Do they ask clarifying questions?
Values alignment
Do they share your work ethic?
Similar views on quality vs. speed?
Compatible business philosophies?
Work ethic compatibility
Do they take initiative?
How do they handle feedback?
Proactive or reactive?
Time zone considerations
Will your working hours overlap?
Can you handle async communication if not?
How important is real-time availability?
Response time expectations
What do you expect (24 hours? Same day? Instant?)
What do they offer?
Can you live with their turnaround time?
Questions to Ask Before Hiring a Virtual Assistant
Once you've got all that squared away, let's talk about the interview. You've got to interview the person you're going to hire. That's non-negotiable. Even though this person will be working online and you'll likely never meet them in person, you want to verify that this is the right person for you.
And I'll be honest, you also need to verify that this person is who they say they are. In this day and age, there are lots of scams out there, and virtual assistant scams are far from rare.
So here are a few questions you could ask to get your brain turning:
About Their Experience:
What's your specialization or niche?
How long have you been working as a VA?
What industries have you supported?
Can you share relevant client examples?
What's your typical client relationship length?
About Their Process:
What tools and platforms do you use?
How do you prefer to communicate?
What's your typical response time?
How do you handle urgent requests?
What happens if you're sick or unavailable?
About Pricing and Terms:
What's included in your rate?
How do you track time or deliverables?
What's your payment schedule?
Do you require a contract or minimum commitment?
How do you handle scope changes?
About Working Relationship:
How many clients do you currently support?
What hours/days do you work?
How do you prioritize when multiple clients need something?
How do you handle feedback or revisions?
What's your onboarding process?
Important note: You don't have to ask every single question on that list. The key is to ask questions that will make you feel more confident in hiring the person when you hear the right answer. Now, the right answer is up to you.
What to Expect in Your First 30 Days
One final note that I'd like to leave you with today is what to expect in your first 30 days. Now this will differ depending on what route you take and who you hire, but the bones of it are relatively the same.
Week 1: Onboarding
With an established VA, agency, or team, they will likely handle the onboarding. So instead of you making the list and them ticking off the boxes, it will be the other way around.
What happens:
Initial call to set goals together
Organize access for your new virtual assistant to get into the programs they need
Establish communication protocols/ground rules
Delegate your first set of tasks
Your role:
Be available for questions
Provide access to tools and systems
Set clear expectations upfront
Give detailed instructions on first tasks
Weeks 2-3: The Learning Curve
Next, you need to expect a learning curve. Even the best virtual assistants cannot read your mind. It's going to be a bit of a process for them to learn your business and preferences.
What makes this go faster:
Having your systems and processes documented
Giving as much detailed feedback as possible
Being patient but honest
About feedback: Feedback is always important, but during this stage, it is the most important. I'm not saying to go crazy here! Be polite! Be respectful! But don't tell them that everything looks great now and then reveal 3 months down the road that you've always hated the way it looked. That's going to set you and your new assistant up for failure.
Everything you do during this stage is going to set you and your assistant up for success or failure. And while it's not completely up to you, it is partially your responsibility.
I can't tell you how many brilliant virtual assistants have been wasted by clients who don't give feedback, who expect excellence right off the bat, and who micromanage their virtual assistants into mediocrity.
The fact of the matter is: If you are hiring a virtual assistant, you need to understand that if you don't put trust in them, in their experience and their abilities, you will never get that time back that you're looking for. And your virtual assistant will likely never have the opportunity to rise to the occasion and be proactive.
Week 4: Finding Your Rhythm
The last step is going to be finding your rhythm. That rhythm will include:
Proactive task completion - They start anticipating what you need
Less hand-holding - Fewer questions, more execution
Efficiency improvements - They find better ways to do things
Strategic suggestions emerging from the woodworks - They bring ideas
Your time back! - The whole reason you hired help
Reality check: Don't expect perfection by day 30. Building a great working relationship takes time. But by the end of the first month, you should see clear progress and feel confident this partnership will work.
Ready to Find Your Perfect VA Match?
Now you know where to hire a virtual assistant, how to choose the right option for your business, and what to expect once you do.
At D9TO5, we make the hiring process simple:
We've already vetted our team of specialists
We match you based on your needs, not just availability
We provide backup and support systems
We treat our VAs (and expect you to treat them) as the professionals they are
Fair pay, ethical practices, strategic partnership
Book a no-pressure consultation to discuss your specific business needs and get matched with the right specialist for you.
P.S. Not sure if you're ready to hire yet? Take our free 15-Minute Delegation Audit - It includes a delegation readiness assessment to help you figure out if now's the right time and what to delegate first.
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