What Makes a Good Virtual Assistant? 27 Qualities to Look for

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Imagine you have a pile of work that is threatening to bury you. There are emails to answer, calls to return, social media posts to write and schedule, a blog post to draft, and a mountain of paperwork to tackle. If you want to lighten your load and get back on track, you need to find a good virtual assistant. This will take some time and effort, but it will be well worth it. The better the assistant you hire, the quicker your work will get done and the less stressed you will feel. This blog will help you with this important process by helping you understand benefits of hiring a virtual assistant and exploring what makes a good virtual assistant, so you can pick the best one to help you.

VA Bear can help you find, hire and manage virtual assistant who is a capable, reliable virtual assistant to help you tackle your work. We can guide you through the process of discovering what tasks you can outsource to a virtual assistant, finding the right one for your needs, and managing your new hire going forward.

What's a Virtual Assistant?

A virtual assistant (VA) is a remote professional who provides administrative and operational support, often on a part-time or contract basis. VAs handle tasks typically managed by executive assistants, allowing you to focus on higher-level priorities like strategy and business growth, such as:

Scheduling meetings

Booking travel

Managing emails

Making calls

How Virtual Assistants Help Streamline Business Operations

While many VAs work independently, some are full-time remote employees. They serve businesses of all sizes across various industries, offering flexible support without the overhead of office space or equipment. Virtual assistants help streamline operations and boost productivity, whether it’s:

Coordinating calendars

Designing presentations

Analyzing data

Managing special projects

The cost-efficiency is significant: 59% of businesses hire VAs to reduce expenses, with some saving up to 78% in operating costs. Finding the right VA is not just practical, it’s a strategic advantage.

Why Hire a Virtual Assistant

How Much Does It Cost to Hire a Virtual Assistant

What Does a Virtual Assistant Do

What Makes a Good Virtual Assistant? 27 Qualities to Look for

1. Strong Communication Skills

First on our list of virtual assistant skills is probably the most important: communication. Imagine what would happen if hires did not pass information clearly or concisely. The work pipeline would become clogged. Individual team members would get confused about tasks. Misunderstandings would occur frequently, and nothing would get done properly.

Beyond speaking the same language, there are several signs that a person is a good communicator:

Listens well and is attentive

Takes notes

Asks good questions

Clarifies

Can speak back instructions

Relays instructions accurately

Can give clear instructions

2. Detail-Oriented

Virtual assistants need to be detail-oriented. They do this when:

Checking emails

Entering data

Creating content

They also apply this skill when assessing the job description and rundown of roles and responsibilities. Some of the best virtual assistants are those who can identify mistakes made by their superiors.

Then they can point them out, ask if it was intentional, and make suggestions to solve them. These qualities should be valued. Attention to detail demonstrates that the VA:

Takes initiative

Accepts responsibility

Is committed to completing the job well

3. Time Management Skills

Time management is essential, not only for completing tasks efficiently, but also for achieving goals within a specific timeframe. It’s more than just meeting a deadline. For VAs, there is another layer.

Many virtual assistants (VAs) are hired from overseas. This means they may not always be in the same time zone as the hiring company. They need to be able to accomplish their tasks. Then, they must allow room for questions and other concerns that may not be able to be asked at any time of day.

4. Self-Learning Capabilities

Self-learning is one of the overlooked skills that virtual assistants should possess. The ability to teach yourself is highly valuable because it demonstrates that you are:

Adaptable

Flexible

Eager to learn

Focused on personal growth

A VA who continues to increase their knowledge, expand their skillsets, and is motivated to pursue ongoing learning and training is someone you want on your team.

5. Reliability

They need to show up when they say they will and be able to meet deadlines you set. If your administrative assistant is going to make you more productive, reliability is a must.

6. Computer Literacy

Virtual assistants naturally need to be able to navigate the digital space effectively. This includes software, apps, tools, and search engines. They typically need to know how to use video conferencing, email, and similar tools. They should also be familiar with the tools in the Google and/or Microsoft suites. At a minimum, they need to be adept at the technologies needed to accomplish their job.

A great virtual assistant will continually learn how to increase productivity. They will also take steps to become more effective by using new tools and even automation. Freelancers also need to know how to navigate virtual assistant websites and freelance marketplaces.

7. Creativity

These qualities don’t just apply to positions that require creative virtual assistant skills. For instance, you don’t need to be a:

Graphics designer

Content creator

Editor

Advertiser

Innovation is not job-specific. VAs can exercise their creative muscles together with their problem-solving skills. This way, they can devise new methods for accomplishing tasks.

8. Interpersonal Skills

Interpersonal skills are closely tied to communication skills. VAs need to be able to interact and deal with people at different levels. Most VAs you hire will go under a manager. You will also hire some to be these managers. Either way, they need to be able to work well with others. They must do this to be able to complete projects and attain common goals.

9. Decision-Making Skills

Nobody enjoys working with passive actors. VAs need to be able to think on their feet. This is based on their prior knowledge, experience, and the standard operating procedures (SOPs) and instructions provided. A VA should take initiative and shouldn’t be overly reliant on their managers for every decision.

10. Project/Task Management Skills

Hiring a virtual assistant (VA) for a management position can be challenging. A manager needs to be able to organize teams and tasks effectively. This includes possessing skills in project management software such as:

Asana

Trello

Zoho Projects

11. Independence

The best virtual assistants possess independence. They take initiative and apply knowledge-backed improvisation, which is essential. This is especially true in a long-distance working relationship. Managers can’t hold the hands of VAs forever. Sure, there are some types of VAs, like followers who require guidance, training, and mentoring.

This should be a temporary arrangement only. VAs should eventually be able to work alone effectively without the need for frequent check-ins or updates.

12. Organization

A freelancer needs to be self-organized. Organization is a quality that can be observed in several places. They should be able to manage their time, set goals, plan, and effectively manage workflows and teams. If you hire anyone who cannot stay organized, you will be in trouble. This lack of discipline will soon seep into their work!

13. Integrity and Honesty

You need to be able to trust a job candidate you intend to hire. You need someone who delivers on the brief. This includes any promises they have made to you about their capabilities. You should hire someone who consistently performs their job to a high standard. Consistent morals should support this. A flaky team member can be a nightmare. Look for someone who exudes an air of professionalism. This is most likely someone who will keep their word.

You can count on this type of person to accomplish the tasks you assign them. You can count on them to take care of your company. Even if they make a mistake, most people would rather their hires be upfront about it rather than try to hide it. Most people prefer honesty about their capabilities to a “fake it ’til you make it” attitude.

14. Research Skills

Many VA positions require at least basic research skills. VAs should be able to find information from credible sources. They need to be able to recognize what information is essential. Part of these skills is also the ability to condense and summarize the gathered information. This is particularly useful for roles such as content writing and marketing.

15. Customer Service Skills

These skills are essential for VAs who interact directly with customers. This can be achieved through email, live chat support, comment sections, review pages, and similar channels. Customer service is among the virtual assistant skills that require:

Interpersonal

Communication

Problem-solving

Decision-making skills

16. Problem-Solving Skills

Problem-solving occurs when knowledge, wisdom, critical thinking, and initiative come together in a cohesive effort. An excellent VA is not just able to recognize a problem. They use logic, creativity, and intuition and assess the situation to come up with one or more solutions. We give extra points to a VA who can think on their feet to address problems that require immediate attention.

17. Growth-Centered

One of our favorite and essential interview questions for job candidates is, “What do you value more, money or growth?”. This question gauges whether your hire is more interested in receiving a paycheck than in growth opportunities.

People who choose the latter are often more ambitious. This also means that they are more likely to take pride in the work they do and the business they work for.

18. Great Attitude

Last but not least on our list of virtual assistant skills is a great attitude. This quality is often overlooked but is essential to a positive and peaceful work environment. No matter what comes their way from the job or within their personal life, a VA who maintains a great attitude is a light to everyone around them.

When an issue arises that requires resolution, this VA is a team player who encourages others, maintains morale, and pushes forward until the task is completed.

They are individuals who are:

Patient

Respectful

Kind

Upright

Positive

Hard-working

Responsible

19. Able to Work Well Under Pressure

Things may get a little chaotic on your end, but you never want clients to see what’s going on behind the scenes. This is also important for your VA to understand. They should emphasize that each client feels like their number one priority, regardless of how hectic the workload may be.

Instances may occur where there’s a short turnaround time or a higher workload than normal, and your VA should be able to not only handle the pressure but also refrain from passing on any stress or negativity to a client (even if it’s unintentional).

20. Receptive to Feedback and Open-minded

Without a doubt, being receptive to feedback and open-minded to criticism is what makes a great virtual assistant. Having the ability to recognize what is working and what can be improved is an invaluable asset. For virtual assistants to achieve success, they must be honest with themselves by admitting what needs improvement and then be willing to implement those changes.

To be successful in the role requires one to accept constructive criticisms readily and be able to learn on the job quickly. A virtual assistant who is responsive to feedback and open-minded when it comes to critiques will undoubtedly have a much greater chance of succeeding in their role than one who resists advice.

21. Self-Motivation

Being disciplined is a must for any virtual assistant. Remote work requires motivation, particularly when deadlines are looming. Maintaining a specific schedule may be key for your business, depending on the hours you need an assistant to work.

22. Customer Service

If an assistant is dealing with clients or customers, they’re going to need outstanding customer service skills. This means they’ll need to remain calm in every situation, work well under pressure, communicate effectively via phone or email, and go out of their way to create a welcoming experience.

Good customer service to your clients or customers helps to enhance your reputation, so, fundamentally, you hire a VA who understands how customer service is vital for both a business and a customer.

23. Knowledge of Cloud-Based Apps

Having good knowledge of cloud-based apps, such as Google Docs and Dropbox, is fundamental if you’re working on business documents and files in real-time. Being able to use and transfer information or data via these apps helps you to work quickly and efficiently, so be sure to ask a potential candidate for their knowledge of these.

24. Analytical Skills

Digital developments provide companies with valuable data points about their customers and the global market. Access to information is crucial in developing data-driven strategies. VAs who know how to use analytics tools such as Google Analytics, Power BI, and other tools can be a great help.

25. Artificial Intelligence Skills

Artificial intelligence (AI) applications in businesses are still in their early stages of development. There are already several ways VAs can make use of AI to improve their services and even content. VAs with knowledge of artificial intelligence and the right skills to maximize it can help businesses become more productive.

26. Graphic Design / Photo Editing

We are living in a world where content is king. Aside from written articles, branding, infographics, and even videos are now used to capture attention and deliver messages. This is where a VA’s graphic design skills come in handy.

With the help of a VA, companies can save on costs by having someone in-house create their visuals instead of hiring a separate agency.

27. Proactive and Innovative

While a Virtual Assistant’s primary role is to assist you with tasks, hiring someone who is proactive and brings new ideas to the table can be a game-changer for your business. Look for candidates who show enthusiasm for their work and demonstrate a willingness to offer suggestions on how to improve productivity or solve specific client issues.

A Virtual Assistant with a creative and innovative mindset can contribute significantly to your business growth.

What Can Virtual Assistants Do?

Management wisdom holds that the best tasks to delegate are fairly simple (or teachable) and routine, with well-defined endpoints for turnover or approval. The staples of VA work have these characteristics. A lot of it is administrative, although they can also perform more specialized work.

Email Management

A virtual assistant can take over your crowded inbox, providing dedicated email support by:

Sorting messages

Flagging the important stuff

Filtering out spam

With these critical tasks handled, your inbox stays organized and free from email overload. Assistants also take on correspondence by answering routine questions and drafting professional responses.

Some other email management tasks they can do are:

Sort and clean messages in your various work email inboxes

Organize your contacts into segmented email lists

Drafting and scheduling follow-up emails

Setting up auto-responders or drafting replies to customer queries

Updating your calendar based on appointments arranged by email

Sort and verify the email addresses of prospects

Creating templates for email marketing and monitoring analytics

The right virtual assistant makes your email a productive tool rather than a constant distraction. With an assistant handling these distractions, you can focus on high-priority work while ensuring important information does not slip through the cracks.

Calendar Management

An adept virtual assistant can optimize calendars to help your team accomplish more with each hour of the workday. By coordinating schedules across the team, they maximize collaboration while minimizing disruptions.

Transforming Chaos into Clarity: VAs and the Art of Scheduling

With a virtual assistant conducting the scheduling orchestra behind the scenes, days feel energizing rather than chaotic. Team members make every minute count, accomplishing more together than alone. The result is greater productivity and momentum across the organization. And isn’t that what time is for?

Calendar management tasks include:

Organizing to-dos into prioritized lists of tasks

Scheduling meetings

Sending reminders for appointments or deadlines

Organizing scheduled bill payments

Travel Planning and Coordination

Planning business trips can be quite frustrating, so it’s no surprise that it’s often delegated.

A VA can handle:

Travel preparations

Research flights

Accommodations

Transportation options

Make reservations and itineraries as needed

Dedicated VAs gradually adapt to your team’s constraints and preferences when traveling. This means that over time, travel planning becomes less stressful and more efficient. This takes the burden of planning and stress out of work trips.

Data Entry and Transcription

Data management work can be especially time-consuming. VAs can shoulder this work, so you get more time without sacrificing data accuracy.

Some of the most common data entry tasks delegated to VAs are:

Entering data into spreadsheets or CRM systems

Updating or purging entries with missing data

Retrieving data and compiling reports

Deleting outdated records

Translating data from one format to another

Data entry VA services are especially popular among academic, medical, and legal businesses. They’re also widely used by businesses that keep extensive records, issue a lot of bills, or work with large volumes of mail.

Research

A virtual assistant can support data-driven business decisions by researching industry trends, customer preferences, and market demands. When considering new products or projects, for instance, your virtual assistant can compile detailed reports that analyze opportunities and competition, saving you time.

From Surveys to Strategy: VAs as Research and Insights Partners

VAs skilled in data analysis can manually compile information to inform business operations, whether for internal use or to sell research commodities to clients. With the help of virtual assistants focused on research, you can foster an approach rooted in current market and performance data rather than assumptions.

Your assistants can also help you gather first-hand data. For example, they can:

Distribute surveys or set them up on your website

Organize focus group discussions

Compile survey data

Other Types of Virtual Assistants

The term “virtual assistant” is often used as a catch-all phrase for independent remote contractors. Sometimes, when people speak of VAs, they’re referring to assistants who offer more specialized services. Below are the types most often sought out.

Executive Assistant

Executive assistants provide high-level administrative support to business owners and leaders. Where VAs might fill a gap in a department or give a team a boost, EAs focus on providing an individual leader with all-around support. For high-level executives, getting a dedicated assistant to manage their priorities and tasks can be a game-changer.

Virtual EAs:

Manage calendars

Coordinate meetings

Handle travel arrangements

Perform various other tasks

They ensure their clients’ time is optimized for strategic decision-making.

Customer Service Assistant

According to research, customer service remains one of the most widely outsourced services across industries. Virtual customer service assistants are popular hires due to the flexibility they offer and the ease with which they can be onboarded.

Customer service assistants handle:

Customer queries

Resolve complaints

Provide exceptional customer support

They ensure customers receive timely and satisfactory responses, enhancing the overall customer experience. Since they can be contracted part-time, off-hours, or on short notice, they make for great additions during seasonal surges or when rolling out new projects.

Sales Assistant

Sales virtual assistants can assist in several ways. They can provide backend support. This includes managing leads, conducting market research, and assisting with sales-related tasks. By taking care of the data and paperwork behind the scenes, they can give your sales reps the focus and time they need to close bigger deals.

Another way they can help is by doing cold outreach or follow-ups. Sales VAs can do cold calls, send or schedule marketing emails, and follow up on warm leads. All of these tasks are time-consuming but can be easily taught. If you have an in-house sales team, they’ll be free to focus on closing leads in the final stages of consideration.

Bookkeeping Assistant

As a meticulous, time-consuming job, bookkeeping is often outside of a business’s core expertise. Bookkeeping virtual assistants (VAs) are an excellent option for small businesses or startups that may not require a full-time bookkeeper but could benefit from enhanced visibility into their finances.

Virtual bookkeeping assistants handle financial tasks such as:

Invoicing

Expense tracking

Basic accounting

Bringing Your Books Online: VAs and Cloud Accounting Setup

Most bookkeeping virtual assistants (VAs) use cloud-based accounting software, which keeps financial records accessible while maintaining information security (infosec) standards. If you’re not using any yet, a bookkeeping assistant can get you started with it and can transfer data from your old records to the cloud.

From Paper Trails to Cloud-Based Control: The Bookkeeping VA Advantage

Stop juggling multiple platforms and spreadsheets to manage your virtual assistant team. VA Bear is the all-in-one solution that lets you find, hire, manage, and pay top virtual assistants from a single dashboard.

VA Bear comes with built-in:

Time tracking

Task management

Integrated payroll

Say goodbye to unreliable freelancers and operational bottlenecks as you build a dependable support team that scales with your business.

Transform how you work with virtual assistants through our streamlined platform featuring job boards, CRM tools, and real-time productivity monitoring. Get started today and experience the difference of having everything you need in one place.

What Does a Virtual Assistant Do

What to Delegate to a Virtual Assistant

How To Hire a Virtual Assistant Fit for Your Needs

Establish Expectations Before Hiring a Virtual Assistant

Before engaging with a new virtual assistant, it’s crucial to establish your expectations of the role. First, record a detailed list of the tasks requiring attention. Communicate priorities and deadlines to the contractor once they join the team.

Decide on a Manager for the New Virtual Assistant

When a part-time resource doesn’t fall into your official org chart, management responsibility can be vague and shifted across a team. Avoid this trap by establishing from the get-go who is responsible for communicating tasks and tracking projects.

Create a Budget for Hiring a Virtual Assistant

If you’re looking for a flexible arrangement with an assistant that can scale up and down as needed, make sure you have a firm understanding of the budget beforehand. This can help avoid any accidental miscommunications or outsized costs as you work together.

Post the Job to Hire a Virtual Assistant

Create a job description that outlines a list of responsibilities and post it on an appropriate job board or recruitment site.

Here are a few of the most popular sites for hiring virtual assistants:

VA Bear (best for hiring and managing your virtual assistant all on one platform),

Upwork

Fiverr

TaskRabbit

Hello Rache

These websites will find qualified candidates in your specific field.

Virtual Assistant Requirements

Best Virtual Assistant Software

Offshore Virtual Assistant Services

Upwork vs WorkChest

Hire and Manage Virtual Assistants All in One Place with VA Bear

Virtual assistants can help you tackle those repetitive tasks, keeping you from growing your business.

But how do you find a trustworthy virtual assistant?

What makes a good virtual assistant?

How do you onboard them?

What if they don’t have the skills I need?

How do I manage a virtual assistant?

Why VA Bear Is Your All-in-One Platform for Building a Remote Support Team

VA Bear can help you answer these questions and more. VA Bear is an all-in-one solution for hiring and managing virtual assistants. With VA Bear, you can post a job to find, hire, manage, and pay top virtual assistants from a single dashboard. The platform comes with built-in time tracking, task management, and integrated payroll.

Say goodbye to unreliable freelancers and operational bottlenecks as you build a dependable support team that scales with your business. Transform how you work with virtual assistants through our streamlined platform featuring job boards, CRM tools, and real-time productivity monitoring. Get started today and experience the difference of having everything you need in one place.