How to Hire a Virtual Assistant: Australian SME Checklist

To hire a virtual assistant well, define the role before you search. Set the outcome, recurring work, hours, tools, quality standard and reporting line. Then test candidates on the real work, check communication and background, choose the correct engagement structure, and prepare the first 30 days before they start.

What should be clear before you advertise?

Write the business outcome the role exists to improve.
Track two weeks of recurring work and group compatible tasks.
Choose around 20 part-time hours or around 40 full-time hours based on real workload.
List the systems, access and working-hour overlap required.
Define what acceptable work looks like with examples.

The common failure starts with a vague request for a good all-round VA. Strong candidates still need a clear job. Use our free position description builder if the role is still sitting in your head.

How should you choose the hiring model?

A marketplace suits a finite task you can brief and inspect. Direct hiring suits a business with offshore recruitment, payroll, compliance and management capability. A recruitment agency finds candidates, then your team owns the rest. A managed partner stays involved with the foundations, employment, briefing, quality and performance.

The right choice comes down to the work you can support internally. A cheap placement becomes expensive when the founder has to become recruiter, payroll lead and permanent quality checker.

What should the selection process include?

Evidence review. Look for work that matches the actual role rather than a broad list of tools.
Behavioural interview. Ask for examples of judgement, mistakes, feedback and competing priorities.
Role-specific work sample. Use a short, fair task that tests the work they'll really own.
Communication check. Assess written and spoken English at the level the role requires.
Senior endorsement. Have someone experienced in the discipline decide whether they'd hire the person.
Verification. Complete identity, background, employment-history and reference checks.

What should you check before signing?

Decision	Question to answer
Engagement	Does employee or contractor status match the real relationship?
Data	Which systems and records can the person access?
Ownership	Are confidentiality and intellectual-property terms clear?
Performance	Who sets priorities, checks work and gives feedback?
Continuity	What happens if the person leaves or misses the agreed standard?

What must be ready before day one?

Prepare the approved role brief, secure access, example outputs, reporting rhythm and first-week priorities. Set daily check-ins during the early learning period and a weekly review against the agreed outcomes. Heavy support at the start should fade as shared context and capability grow.

The complete process sits in our 2026 guide to hiring a virtual assistant. Once you've chosen someone, use the first 30 days onboarding checklist.

Frequently asked questions

What should I do before hiring a virtual assistant?

Track the work, define the outcome, group compatible tasks into one role, set the hours and working overlap, and write down the quality standard. This gives candidates a real role to apply for and gives you something objective to test.

How should I test a virtual assistant candidate?

Use a short role-specific work sample, behavioural questions, an English proficiency check where the role needs it, reference and background checks, and senior review by someone who understands the work.

Should my first VA be part-time or full-time?

Part-time suits a stable workload of around 20 hours a week. Full-time suits a complete role with around 40 hours of recurring work. Choose from the work available rather than the budget alone.

How to Hire a Virtual Assistant: A Practical Checklist for Australian SMEs