Virtual Assistant FAQ: Everything founders need to know before hiring
The founder’s guide to Virtual Assistants — no fluff, just facts
If you’re a scaling founder or operator, you already know the math: your time is your most expensive asset, and admin is eating it alive. A virtual assistant could be the unlock — if you hire, onboard, and manage them the right way.
This Virtual Assistant FAQ will answer the questions we hear most often from time-poor business leaders:
- What exactly is a VA?
- What do they actually do?
- How much should you pay?
- How do you find a VA that actually delivers?
By the end, you’ll know how to hire with confidence and avoid the costly “cheap VA” trap.
What is a Virtual Assistant?
A virtual assistant (VA) is a highly skilled remote professional who supports your business without being physically in your office. They can be part-time, full-time, or project-based, depending on your needs.
Unlike generic admin hires, an elite VA can:
- Take entire processes off your plate, not just individual tasks.
- Integrate seamlessly into your existing team and systems.
- Scale with your business — adding capacity without increasing headcount.
The last frontier of optimization is your people’s time and energy. A great VA doesn’t just save you hours — they free up your best minds.
What does a Virtual Assistant do?
Your highest leverage work happens outside the inbox. A VA filters the noise and handles the follow-through, so your attention stays on revenue-driving tasks.
Administrative support
- Inbox and calendar management
- Data entry and CRM updates
- Booking travel and meetings
- Document formatting and reporting
Marketing support
- Social media scheduling and engagement
- Blog and content publishing
- Email marketing campaigns
- Lead research and outreach
Systems & process support
- CRM setup and optimization
- Workflow automation (e.g., Zapier, Asana
- Membership site and helpdesk management
How are VAs different from employees?
While traditional employees are usually full-time, on-site, and tied to one role, VAs offer:
- Flexibility: 20–40 hours per week or project-based.
- Specialization: Many bring niche skills (e.g., systems integration, marketing ops).
- Cost efficiency: A fraction of the cost of an in-house hire, without payroll complexity.
Who hires Virtual Assistants?
From lean startups to scaling SMEs, VAs are used by:
- Founders needing to free up strategic time.
- Operators streamlining growing teams.
- Corporate leaders facing headcount freezes but rising workloads.
Why? Because the Return on VA (ROVA) is simple: lower costs, higher productivity, and reduced burnout for key staff.
How much should you pay a VA?
VA costs depend on role complexity, hours, and expertise. Three common models:
- Hourly rate — best for variable workloads.
- Project-based — fixed cost for defined deliverables.
- Retainer — set monthly hours, predictable costs, dedicated support.
Hiring through a managed VA service like The Virtual Hub means no admin headaches — we recruit, train, and manage performance so you can focus on results.
How do VAs boost productivity?
A VA isn’t just “an extra pair of hands” — they’re a force multiplier. By removing the repetitive, non-core work from your top talent’s plate, you:
- Increase strategic output.
- Reduce errors and delays.
- Keep your best people focused on growth-driving tasks.
When your best people spend their time on the right work, your whole business accelerates — a VA makes that possible.
How to hire your first VA (without regrets)
- List outcomes, not just tasks. Be clear on what success looks like.
- Choose the right source. Freelancers can work, but managed VA services ensure consistent quality.
- Onboard intentionally. A structured kickoff with clear expectations sets the tone.
At The Virtual Hub, 97% of clients choose their VA on the first match because our team pre-trains every assistant before they ever touch your business.
How to manage a Virtual Assistant for long-term success
- Set clear channels (Slack, Teams, email) for quick comms.
- Agree on metrics to measure performance.
- Trust, but verify with project management tools like Asana.
- Give timely feedback so they can adapt fast.
- Respect downtime — burnout kills performance.
Final word: Is a Virtual Assistant right for you?
If you’re still doing work that someone else could do for $10–$15/hour, you’re capping your own growth. An elite virtual assistant isn’t a luxury — it’s an operational necessity for founders who want to scale without adding headcount chaos.
Book a discovery call with our team and see how a fully trained, plug-and-play VA can unlock your time, streamline your operations, and power your next phase of growth.
