When interviewing prospective virtual assistants, it’s just as important to find out what drives them as it is to check their credentials. I’ve learned that finding someone with the right attitude often matters more than ticking every skill box on your list.
Background experience certainly helps, but a smart VA can quickly come up to speed with the right training. From the outset, I want candidates to feel relaxed and get them chatting naturally. During the interview, I’m looking to understand their energy and attitude—what they’re interested in, what makes them tick.
Above all, I want to get a sense of whether this person would be a good fit for the role. The key question is always: “Could I work with this person day-to-day?”
The Current State of Virtual Assistant Hiring
The VA industry has grown into a $6.37 billion global market, and it’s expected to hit $15.88 billion by 2028. Here in Australia, the recruitment market alone is worth $23.02 billion, with over 1,000 active VA positions currently listed on LinkedIn. If you’re interested in exploring opportunities, learn more about careers at Virtual Done Well.
What’s changed most dramatically is the shift toward specialization. Gone are the days when VAs just handled basic admin tasks. Today, 46% of VAs focus on niche services that command premium rates—often 40-60% higher than general administrative support. Digital marketing specialists now earn $20-50 per hour globally, while Australian legal VAs command $40-60, and financial services VAs can reach $55-75 for compliance work.
If you’re hiring in Australia, you’ll find local VAs charging $25-46 per hour, while offshore assistants typically range from $6.50-15 per hour. The key is understanding what you need and choosing accordingly.
My Top Tips for Interviewing Virtual Assistants
Tip #1: Start with a Relaxed Conversation
Thank them for their time and ask why they’re interested in the position. I always ask about their family, interests, sports they enjoy, or music they like. The goal is to get them talking naturally about themselves.
This isn’t just small talk—you’re assessing their communication skills and personality. With 37% of Australian workers now working from home regularly, you need someone who can communicate effectively in a remote environment.
Tip #2: Dig into Their Work Experience
Here’s how I approach their background:
“I see from your resume you worked in lead generation and back-office support. How was that experience? Did you enjoy that type of work?”
“You’ve had experience in customer service with a communications company. That must have been challenging with complaints coming in. How did you handle the pressure?”
According to MyOutDesk’s comprehensive guide, you should prepare at least 35 essential questions covering skills, problem-solving, and behavioral assessment. But keep the conversation natural—don’t make it feel like an interrogation.
Tip #3: Understand Their Work Preferences
Ask questions like:
- What aspects of VA work do you genuinely enjoy?
- Do you prefer working independently or as part of a team?
- How do you handle multiple deadlines?
- What’s your ideal work environment?
Remember, 62% of companies now hire VAs with specific skill sets rather than generalists. Understanding what they enjoy helps match them to the right role.
Tip #4: Test Their Technical Skills
With modern VAs using tools like Slack, Asana, and Microsoft Teams, technical proficiency is non-negotiable. Ask about their experience with:
- Communication platforms: “Are you comfortable with Slack or Microsoft Teams?”
- Project management: “Have you used Trello, Asana, or Monday.com?”
- Calendar management: “How familiar are you with managing multiple calendars in Outlook or Google?”
- Social media: “You mentioned Facebook ads experience. What other platforms have you worked with?”
Don’t just take their word for it—consider including a practical test. Have them share their screen and demonstrate how they’d organize a calendar or manage an inbox.
Tip #5: Watch for Red Flags
Through experience, I’ve learned to spot warning signs early. There are several critical red flags to watch for:
- Response times exceeding 48 business hours
- Poor written communication in emails
- Unrealistic availability claims (nobody can work 24/7)
- Inability to complete basic technical tasks
- Vague answers about previous work experience
With 41% of employers citing trustworthiness as their biggest VA hiring challenge, it’s crucial to trust your instincts if something feels off.
Modern Interview Methods That Actually Work
The standard VA hiring process now includes 1-4 video interviews plus practical assessments. Here’s what’s working in 2025:
Video interviews remain essential. They let you assess communication skills, professionalism, and technical setup. If someone can’t manage a stable video call, they’ll struggle with client meetings.
Asynchronous interviews are gaining traction, especially when hiring across time zones. Platforms like Toggl Hire let candidates record responses when convenient, eliminating scheduling headaches.
Practical assessments separate good candidates from great ones. Give them a real task—organize this messy spreadsheet, draft responses to these customer emails, or create a social media content calendar. Pay them for their time if the test takes more than 30 minutes.
Understanding the Australian Market
If you’re hiring in Australia, you need to know about recent legal changes. The September 2024 Pascua v Doessel ruling established that offshore workers might be classified as employees under Australian law, even when engaged as contractors.
This means if you directly hire overseas VAs, you could be liable for:
- Superannuation (currently 11.5%)
- Annual leave and sick leave
- Workers’ compensation
- Other employee benefits
Smart businesses now work through established agencies that handle compliance while still accessing cost-effective offshore talent. Australian-managed providers offer Filipino VAs from $6.50 per hour with full compliance management.
Technology Requirements for 2025
Today’s VAs need to be proficient in multiple platforms. According to industry research, the essential tools include:
- Communication: Slack (integrates with 145+ tools), Microsoft Teams, Zoom
- Project Management: Trello, Asana, Monday.com, ClickUp
- AI Tools: ChatGPT, Zapier, Motion, Jasper AI
70% of enterprises now use AI-enhanced virtual assistants, and VAs who embrace these tools report 35% productivity gains through automation.
Wrapping Up the Interview
Always close by asking what they’d like to know about your company. Their questions reveal a lot about their priorities and professionalism.
Tell them the next steps clearly:
- When they’ll hear back (be specific—within 3-5 business days)
- Whether there will be additional interviews
- When the position would start
If they’re a strong candidate, let them know you’ll be checking references. If not, still thank them genuinely for their time.
Final Thoughts
The VA industry has matured significantly. With 40 million VAs working globally and 73% of departments expected to employ remote workers by 2028, this isn’t a temporary trend—it’s the future of work.
Success in hiring VAs comes down to being clear about what you need, thorough in your assessment, and realistic about the investment required. Whether you hire locally at premium rates or offshore for cost savings, the key is finding someone with the right attitude who can grow with your business.
At Virtual Done Well, we’ve refined this process over years of matching Australian businesses with the right virtual assistants. The techniques I’ve shared here work because they focus on what really matters: finding people you can trust to represent your business professionally, even from thousands of miles away.
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