Are You Ready to Hire a Virtual Executive Assistant? (+ 5 Questions to Ask When Hiring One)
As the founder and executive of her own company — juggling the needs of her kids and employees — Martha knew she needed help.
Before striking out on her own, she had a full-time office manager to handle the everlasting parade of small but important tasks that keep businesses running.
While scaling her new business, she grappled with overcommitting herself and letting things on her calendar fall through the cracks.
“When I went out on my own, a full-time person didn't seem viable,” Martha said, “And I wasn't sure I could manage the role effectively enough to justify the cost.”
But after seeing Lisa & Co. in action she was convinced.
Martha knew she could simply express what she needed to be done, and it would be delivered on time — no creating detailed action plans, no hours-long back and forth, or micromanaging. Her virtual EA could plan everything — from a quick meeting to a company holiday event.
“I get to avoid my least favorite parts of my job (and life!), and avoid the self-judgment of letting things slip through the cracks,” Martha said. “I can’t put a number on the stress it saves me.”
Maybe you’re feeling like Martha.
You can barely stand to peek at your inbox because you know it’s filled with unread messages. You might’ve forgotten a gift for your spouse or that meeting that got changed from Wednesday morning to Thursday afternoon at the last minute.
You blink and it seems like the day is gone, but your to-do list stretches well into next week. If you feel like you’re one “You-were-supposed-to-pick-Billy-up-from-school-today” text away from a breakdown, it might be time for a virtual EA.
So, how do you know if you’re ready to hire a virtual EA? And how do you know if it will be an effective, beneficial move?
We’ve got you covered.
Are you ready for a virtual executive assistant?
One question we get asked a lot is, “Am I really ready to hire a VEA?”
It’s a great question, and the answer isn’t as complicated as you might think. Here are a few surefire ways to know you’re ready for some backup on your team.
Things are slipping through the (now gaping) cracks
Missed meetings? Forgotten emails? Stacks of papers and reports to sort through? It’s enough to make any business owner cringe. It’s also something a VEA can help you solve. If you find that your business and life affairs are in disarray, calling in some reinforcements in the form of a VEA can help you keep everything straight so your business can keep growing without damaging your personal life.
Apologizing all the time
One thing a lot of people notice right before they hire a VEA is the number of times they have to apologize for missing events and double-booking themselves. If you’re struggling to juggle your inbox, making frequent changes to your calendar, and all the work in-between, you might be stretching yourself too thin. A VEA can not only take some of those management tasks off your plate, but they can also invent and implement systems that will free up your time in other areas, too.
Missing birthdays, anniversaries, and other important occasions is a bummer for everyone. Hiring a VEA means you’ll never forget those dates again, and your EA can find the perfect gift for anyone in your life.
Working 24/7
As your business begins to grow, your list of tasks and responsibilities is going to scale as well. If you find yourself spending every waking moment (and lots of time when you should be sleeping) in the office or on the computer, you’ve reached a limit. If you can’t add another hour of work to your day, reclaim some of that time with a virtual executive assistant.
Even if you’ve decided you want and need to hire a virtual executive assistant, it is sometimes daunting to begin the process. Not to worry. Here are five questions to ask potential candidates and agencies to ensure you’re getting a VEA who is a good fit for you and your company.
5 Questions to Ask Before Hiring Your First Virtual Executive Assistant
Ask about their background check policy (or make sure they get one).Often, executive assistants are privy to very sensitive information. If there is even a small chance that your EA will have to handle social security cards, credit cards, company financials, etc., you’ll want to make sure the agency you hire through does thorough background checks. If you’re going with an individual, you’ll want to make sure they complete a background check. You’ll also want to find out how the agency stores secure information. Trust is so important. Don’t skip this step.
Ask about backup or substitute plans for when the virtual EA is out sick or on vacation.While a good VEA will let you know with plenty of time in advance, a great VEA or agency will have a thoughtful, easy-to-implement plan to make sure no tasks are neglected while your VEA is out. This also ties into the first question. Does their backup plan take into account security questions? If your potential candidate says they don’t need vacation time, or they’ll “find someone,” these are all red flags. A trustworthy company will have these details worked out long before you think to ask.
Ask about their assistant fit options.What happens if you hire a VEA who does a good job, but your personalities don’t mesh well? Or what if you need someone great with finances and you get someone who is more calendar-focused? Make sure to ask the agency if they have either of the following. A) The ability to test and figure out the perfect fit for your needs and personality. Or B) Can they assign you a new virtual EA if the first one isn’t a good fit? Having these options is an indicator that the agency or company you’re interviewing understands and takes seriously your specific, individual needs.
Ask for clarification on the scope of their services.It seems obvious, but don't automatically contract with an agency or individual virtual EA without having clarity on the services they provide. Make a detailed list of all the services you want and need to be included and ensure that they have met what you’re looking for. You can even write tasks you're tired of taking care of to see if they can handle those. Everyone must be aligned and on the same page about expectations and services. Otherwise, you’re setting yourself up for frustration and failure.
Ask to have a contract or service agreement in place so you’re protected.This should go without saying, but to protect your time, money, and sanity, it’s important to have a legally binding agreement or contract in place. If you have conversations with an individual or agency and they’re not comfortable with signing a contract, it won’t be worth the potential legal hassle down the road.
Interested in learning more about the benefits of hiring a virtual executive assistant? Discover how you can reclaim 20+ hours a month with Lisa & Co.
