As a virtual assistant (VA), you may reach a point where your workload becomes overwhelming. You have more clients than you can handle, deadlines are piling up, and you find yourself working longer hours to keep up. At this stage, the best way to continue growing your business without burning out is by hiring other virtual assistants to delegate tasks.
Expanding your VA business by building a team allows you to take on more projects, increase revenue, and focus on high-value tasks. But how do you hire and manage other VAs effectively? In this guide, we’ll walk through everything you need to know about hiring, delegating, and scaling your VA business.
Why Should You Hire Other Virtual Assistants?
Hiring other VAs to help with your workload offers several benefits:
✅ Avoid Burnout: Delegating tasks prevents you from overworking and allows you to maintain a healthy work-life balance.
✅ Take on More Clients: With a team, you can increase your capacity and accept larger projects.
✅ Focus on High-Value Tasks: Instead of doing everything yourself, you can prioritize strategy, client communication, and business growth.
✅ Offer More Services: Bringing in VAs with different skills (e.g., graphic design, social media, bookkeeping) allows you to expand your service offerings.
✅ Create a Scalable Business: Instead of trading your time for money, you can build a business that generates income even when you’re not actively working.
When Is the Right Time to Hire Another VA?
Hiring too soon may put unnecessary financial pressure on your business, while waiting too long could lead to burnout and missed opportunities. Here are signs it’s time to bring in extra help:
📌 You consistently have more work than you can handle.
📌 You’re turning down clients due to lack of time.
📌 You’re working long hours with no time for personal life.
📌 Certain tasks are repetitive and don’t require your direct involvement.
📌 You want to expand your business and offer more services.
If you experience two or more of these signs, it may be time to delegate.
What Tasks Should You Delegate?
Before hiring, identify which tasks you can outsource to free up your time.
Repetitive & Administrative Tasks
✔ Email management
✔ Data entry & research
✔ Scheduling & calendar management
✔ Customer service & support
Specialized Tasks You’re Not an Expert In
✔ Graphic design
✔ Social media management
✔ Website maintenance
✔ Video editing
Low-Value Tasks That Don’t Need Your Expertise
✔ Formatting documents & presentations
✔ Uploading blog posts
✔ Managing spreadsheets
By focusing on high-value activities (client relationships, business strategy, marketing), you can scale faster while your team handles routine tasks.
Where to Find Virtual Assistants to Hire
There are several ways to find skilled VAs to join your team:
Freelance Platforms
- Upwork – Large pool of skilled freelancers.
- Fiverr – Good for short-term or specialized tasks.
- PeoplePerHour – Ideal for finding experienced professionals.
Virtual Assistant Agencies
If you want pre-vetted VAs, agencies like BELAY, Time Etc, or Virtalent can provide professionals with proven experience.
Networking & Referrals
- Ask in Facebook groups or LinkedIn communities for VA recommendations.
- Reach out to fellow VAs and see if they know someone looking for work.
Your Own Audience
If you have an email list, social media following, or blog, announce that you’re hiring. Many talented VAs may already follow you!
How to Hire the Right Virtual Assistant
Hiring the right VA requires more than just finding someone with skills. You need a good fit for your business. Follow these steps:
Step 1: Define the Role
Be clear about:
📌 The tasks they will handle.
📌 Required skills and experience.
📌 Expected working hours and availability.
📌 Your budget for the role.
Step 2: Create a Job Post
Write a clear and detailed job description that includes:
✅ Your business and what you do.
✅ The responsibilities of the VA.
✅ The required skills and tools (e.g., Canva, Asana, Slack).
✅ Work schedule and payment structure (hourly, per task, retainer).
Example:
Position: Virtual Assistant for Social Media Management
We’re looking for a detail-oriented VA to help manage client social media accounts. Tasks include scheduling posts, responding to comments, and analyzing engagement.Requirements:
- Experience with Canva & Buffer
- Strong written English skills
- 10–15 hours per week availability
Rate: $15–$20 per hour, based on experience
Step 3: Screen Candidates
Review applications and filter candidates based on:
✅ Experience level
✅ Communication skills
✅ Portfolio or past work samples
Step 4: Conduct a Test Task
Before hiring, assign a small paid test task to see how they work. Example:
📌 If hiring a social media VA → Ask them to create a post and schedule it.
📌 If hiring a content writer → Request a short blog draft.
This ensures you hire someone reliable and competent.
Step 5: Set Up a Trial Period
Instead of committing long-term immediately, start with a 1-month trial period. This helps both parties assess if it’s a good fit.
How to Delegate and Manage Your VA Team
Once you hire a VA, it’s essential to communicate expectations and manage tasks efficiently.
Use Project Management Tools
✅ Trello or Asana – Assign tasks, set deadlines, and track progress.
✅ Slack or WhatsApp – For daily communication.
✅ Google Drive – Share important files and documents.
Set Clear Expectations
🔹 Provide detailed instructions for each task.
🔹 Set realistic deadlines.
🔹 Define your communication preferences (e.g., weekly check-ins via Zoom).
Provide Training & Feedback
✔ Record video tutorials using Loom or ScreenPal.
✔ Give constructive feedback on completed tasks.
✔ Encourage open communication to address challenges early.
How to Pay Your Virtual Assistan
Payment should be fair, competitive, and easy to manage.
Common Payment Methods:
💳 PayPal – Easy for international payments, but high fees.
💳 Wise (formerly TransferWise) – Lower fees for global transfers.
💳 Payoneer – Good for freelancers outside the U.S.
💳 Direct Bank Transfer – Best for local hires.
Payment Structures:
📌 Hourly Rate – Pay based on time worked.
📌 Project-Based – Fixed price for specific tasks.
📌 Retainer Model – Fixed monthly payment for ongoing work.
For long-term assistants, retainers work best as they ensure stability for both sides.
Growing Your VA Business into an Agency
Once you have a reliable team, you can transition from freelancer to business owner by:
📌 Offering more services and higher-priced packages.
📌 Creating a branded agency with a website and social proof.
📌 Hiring specialists (graphic designers, writers, bookkeepers) to expand.
📌 Focusing on client acquisition and management, while your team handles execution.
By doing this, you earn more while working less, as your team delivers results.
Final Thoughts: Scaling Your VA Business with a Team
Hiring other virtual assistants is the key to growing beyond a one-person business. By delegating tasks, managing your team efficiently, and focusing on high-value work, you can increase profits, reduce stress, and create a sustainable VA business.
Key Takeaways:
✅ Delegate repetitive and low-value tasks to free up time.
✅ Use freelance platforms, referrals, and social media to find VAs.
✅ Set clear expectations, provide training, and use management tools.
✅ Pay fairly and choose the best payment structure.
✅ Scale into an agency model for long-term success.
Are you ready to take your virtual assistant business to the next level? Start building your team today! 🚀