The Top Skills to Look for When Hiring a Virtual Assistant

Hiring a virtual assistant can be a game-changer for busy entrepreneurs and executives. Whether you’re a startup founder, a C-level executive, or a business owner, a skilled virtual executive assistant provides critical support remotely, handling the tasks that otherwise clutter your day. With remote work and outsourcing now mainstream, more businesses are embracing virtual assistants than ever – over 40% of small businesses in the U.S. use virtual assistants to streamline operations. Virtual Assistant Statistics By Education, Benefits and Facts (2025). The key to making this strategy successful lies in choosing the right person with the right skills. Wondering how to hire a virtual assistant who will truly lighten your load? It starts with identifying the top skills and qualities that make a “human premium, AI-powered” virtual assistant effective.

In this post, we’ll explore the top soft and technical skills to look for when hiring a VA, from communication and time management to tech savviness and content creation. We’ll also share how MySigrid selects and trains its virtual assistants through rigorous vetting, continuous training, and support to ensure they excel in these areas. By the end, you’ll know exactly what to prioritize in your VA hiring process (and why MySigrid’s approach guarantees a high standard). Let’s dive in!

Why the Right Skills Matter in a Virtual Assistant

A virtual assistant isn’t just an “extra pair of hands” – they often become a critical extension of you and your team. The right VA can handle administrative support tasks, coordinate projects, manage your online presence, and more, freeing you to focus on strategic decisions. In fact, many high-performing executives count on VAs to maximize their productivity. One report found that 35% of high-earning executives have a trusted VA supporting them. Top 22 Virtual Assistant Stats for 2024 | TaskDrive. It’s not only small startups taking advantage; nearly 49% of companies hiring VAs have over 1,000 employees. Top 22 Virtual Assistant Stats for 2024 | TaskDrive, showing that even large organizations see VAs as indispensable.

The catch? A virtual assistant is only as good as their skill set. Hire someone lacking key skills, and you may end up babysitting tasks or correcting mistakes – not the outcome you want. But choose a VA with the right mix of soft skills and technical abilities, and you gain a proactive partner who can tackle tasks independently and competently. This can translate into huge time savings and efficiency gains. Studies show hiring a VA can save businesses 30–50% in costs versus a full-time in-house employee. Virtual Assistant Statistics By Education, Benefits and Facts (2025). Some estimates even cite up to 78% lower costs when using offshore VAs. Top 22 Virtual Assistant Stats for 2024 | TaskDrive, thanks to reduced overhead and improved productivity. Clearly, finding a skilled VA is well worth it.

Below, we break down the top skills to look for when hiring a virtual assistant, divided into essential soft skills and technical skills. Keep in mind that your ideal mix may vary depending on whether you need more administrative support, content creation, project management, or other specialized help. Use this as a checklist when evaluating candidates to ensure your new assistant can hit the ground running.

Essential Soft Skills for a Successful Virtual Assistant

Technical know-how can be taught, but soft skills are what enable a virtual assistant to work smoothly and professionally with you and others. Here are the key soft skills to prioritize:

1. Communication Skills

Effective communication is arguably the number one skill for any assistant. Since your VA will often represent you in emails, calls, or chats, they must communicate clearly, professionally, and promptly. Look for a VA who can express ideas in writing with proper tone and grammar, and who speaks confidently when needed. Equally important is listening and comprehension – they should understand your instructions and ask clarifying questions when something isn’t clear. Strong communication skills ensure your virtual assistant can interact with clients, team members, or vendors on your behalf without issue.

• Clarity and professionalism: Can they compose well-written emails and messages free of errors? Do they maintain a courteous, professional tone?
  
  
• Active listening: Do they listen carefully to your needs and feedback, and incorporate that into their work?
  
  
• Responsive and proactive: A top-notch VA communicates proactively – giving you updates unprompted and responding to queries in a timely manner.
  
  

Communication is the foundation for trust. If during the hiring process you notice the candidate has excellent communication habits (for example, they are responsive, articulate, and ask good questions), it’s a strong indicator they’ll perform well in the role. As Upwork notes, virtual assistants often handle interactions on behalf of their clients, so “strong professional communication skills are a must” 13 Virtual Assistant Skills To Have on Your Resume - Upwork. 13 Virtual Assistant Skills To Have on Your Resume - Upwork.

2. Time Management and Organization

One reason you hire a VA is to save time, so it’s vital that your assistant excels at managing their time and yours. Top virtual assistants are highly organized and can juggle multiple tasks without letting anything slip through the cracks. They should be adept at prioritizing tasks, managing calendars, and meeting deadlines consistently.

• Prioritization: Can the VA distinguish urgent tasks from less critical ones? Look for evidence that they use to-do lists or project management tools to stay on top of priorities.
  
  
• Scheduling & calendar management: A skilled VA can handle your calendar like a pro – scheduling meetings (and avoiding conflicts), setting reminders, and helping you stick to important deadlines.
  
  
• Dependability: They deliver work on time and follow through on commitments. If a VA manages their own workload efficiently, you’ll be able to rely on them to keep you organized as well.
  
  

Time management is especially crucial for remote work. Often, your VA might be in a different time zone or balancing tasks from multiple clients. The ability to manage time zones, plan ahead, and structure their day means your tasks get done smoothly. As one guide put it, successful VAs “are experts at managing time – both their own and clients’” 13 Virtual Assistant Skills To Have on Your Resume - Upwork, using techniques like time-blocking and scheduling to maximize productivity. During interviews, ask about how the candidate organizes their workday or handles tight deadlines to gauge this skill.

3. Proactive Initiative and Problem-Solving

Great virtual assistants don’t just wait to be told exactly what to do – they take initiative. You want someone who will anticipate needs and proactively suggest solutions or improvements. This kind of problem-solving attitude can turn a good assistant into a truly great one.

• Proactivity: Does the candidate show signs of being a self-starter? For example, a VA with initiative might suggest a better way to organize your travel itinerary or volunteer to draft a first version of a report before being asked.
  
  
• Resourcefulness: VAs often encounter challenges (a sudden schedule change, a tech glitch, an unsatisfied customer email) and need to think on their feet. Look for problem-solving skills and the ability to work independently to overcome obstacles.
  
  
• Continuous improvement: The ideal assistant will not only execute tasks but also look for ways to streamline processes. Perhaps they notice your SOP (standard operating procedure) for posting on social media could be optimized and come to you with a proposal – that’s the kind of initiative that adds real value.
  
  

During the hiring process, you might pose scenario questions like “How would you handle X problem?” and see if the candidate offers a thoughtful solution. A proactive VA will demonstrate creative thinking and a willingness to “think outside the box” to get things done. This trait shows they’ll require less hand-holding and can even improve the way work is done over time. As one industry blog notes, top VAs exhibit “willingness to take on responsibilities and suggest improvements.” Top 10 Skills To Look For When Hiring A Virtual Assistant – exactly what you need when you’re delegating important tasks.

4. Adaptability and Willingness to Learn

Business needs can change on a dime, especially in startups and fast-moving companies. That’s why adaptability is a must-have quality. Look for a VA who can handle changing priorities with grace and who is eager to learn new tools or skills as your needs evolve.

• Flexibility: If a project’s scope shifts or you suddenly need to add a new responsibility, does the VA handle it calmly? An adaptable assistant can switch gears without getting flustered.
  
  
• Fast learner: Today you might need help with data entry; tomorrow it could be managing a webinar. Top virtual assistants are quick learners who can pick up unfamiliar software, industry knowledge, or workflows efficiently. During interviews, ask about a time they had to learn something new quickly.
  
  
• Open to feedback: Adaptability also means being open to constructive feedback and using it to improve. A VA with a growth mindset will treat feedback as an opportunity to adjust and excel.
  
  

In the digital age, techniques and tools change rapidly – a great VA stays agile and tech-curious. One day, you might implement a new project management tool or an AI-based CRM; your assistant should be ready to dive in and get up to speed. As an example, VAs who “thirst for knowledge will grow into an invaluable piece of the team,” notes a veteran VA employer. {Infographic} 8 Things to Look for in a Virtual Assistant . In short, prioritize a flexible, trainable assistant – they’ll remain an asset to you as your business scales or pivots.

5. Attention to Detail and Accuracy

Attention to detail can be the difference between a polished outcome and a costly mistake. A virtual assistant will likely handle important matters like scheduling meetings, booking travel, preparing documents, or updating databases – so precision is key. You want someone who double-checks their work and catches errors before they become problems.

• Accuracy: Whether it’s proofreading an email draft, entering figures into a spreadsheet, or following a complex procedure, a detail-oriented VA ensures everything is correct and in order. Small mistakes (a mis-typed email address or an extra zero in an invoice) can have big repercussions, so this trait is non-negotiable.
  
  
• Organized record-keeping: Great VAs keep meticulous records. They maintain updated to-do lists, well-organized files, and notes on your preferences. This level of organization helps prevent things from slipping through the cracks.
  
  
• Consistency: Look for a track record of reliable, consistent work quality. During the hiring process, you might test this by giving a small sample task that involves following detailed instructions and see how well they execute it.
  
  

One telltale sign of strong attention to detail is the quality of the candidate’s own application materials. Did they follow your application instructions carefully? Is their correspondence free of obvious errors? A candidate who takes pride in accuracy will likely carry that into their work for you. The best virtual assistants “notice and care about the finer details and can proactively change or troubleshoot things.” {Infographic} 8 Things to Look for in a Virtual Assistant before you even notice an issue. This gives you peace of mind that tasks are handled correctly the first time.

6. Reliability and Professionalism

While not a single “skill” per se, overall professionalism and reliability deserve mention. Your virtual assistant should be dependable and uphold a high standard of work ethic and confidentiality. As you may entrust them with sensitive information or client interactions, traits like trustworthiness, discretion, and a strong sense of responsibility are critical.

• Dependability: You need to trust that your VA will show up (virtually) when they’re supposed to, complete tasks by the deadline, and generally be consistent in their support. Check references or reviews for evidence of reliability.
  
  
• Communication of availability: A reliable VA will proactively communicate if they face any issues or if a delay might occur. You shouldn’t be left wondering if a task was done – they keep you informed.
  
  
• Professional etiquette: This includes respecting confidentiality (e.g., handling your data or contacts with care), being courteous in all communications, and representing your company well. Many executive assistants work with highly confidential or personal matters, so a trustworthy reputation is a must.
  
  

Professionalism also means they take the role seriously, as if they were an in-house staff member. The best VAs understand they are a key part of your team’s success and take ownership of their duties accordingly. During interviews, gauge their enthusiasm for the role and their understanding of professional boundaries. When you find someone who checks all these soft-skill boxes, you’ve likely found a VA who will integrate seamlessly and make your life a whole lot easier.

Important Technical Skills and Expertise

In addition to soft skills, the technical competencies of a virtual assistant will determine what tasks you can confidently delegate. Most VAs wear many hats, so look for a breadth of technical know-how relevant to your needs – and the ability to quickly learn new tools. Here are some important technical skills and areas of expertise to consider:

7. Technical Literacy and Tool Proficiency

At a minimum, any virtual assistant you hire should be tech-savvy and comfortable using a variety of digital tools. Since all their work is done remotely via computer and internet, being quick to navigate software is essential. Key areas of technical literacy include:

• Office and productivity software: Proficiency in office suites like Microsoft Office or Google Workspace is fundamental. Can they draft documents in Word/Google Docs, manage data in Excel/Sheets, and create presentations in PowerPoint/Slides? These are day-to-day basics for many administrative tasks.
  
  
• Communication & collaboration tools: Your VA will likely use tools such as Slack, Microsoft Teams, Zoom, or Google Meet to communicate. Familiarity with these, as well as email clients and possibly VOIP phone systems, is important for smooth collaboration.
  
  
• Project management platforms: If your business uses task management or project tracking software (like Trello, Asana, ClickUp, or Monday.com), it helps if the VA has used similar systems before. A quick learner can pick up a new platform, but understanding the concept of tracking tasks, updating statuses, and organizing projects is a big plus.
  
  
• Cloud storage and data management: Experience with tools like Dropbox, Google Drive, or other cloud storage means they know how to organize and share files securely. They should also practice good data management (backups, version control, etc.).
  
  
• Tech troubleshooting: While you’re not hiring an IT expert (unless that’s part of the role), a good VA has basic IT knowledge – for example, they can troubleshoot minor computer issues, handle simple website updates or CMS entries, and quickly Google solutions to common tech problems without needing hand-holding. Top 10 Skills To Look For When Hiring A Virtual Assistant.
  
  

In short, a digitally literate assistant will adapt well to your specific tool stack. Given that remote staffing relies so heavily on technology, this competence can’t be overstated. Don’t be afraid to ask candidates which tools they’ve mastered or even give a quick skills test (like “Here’s a scenario: how would you schedule a meeting for 3 people across time zones in Google Calendar?”). A strong candidate will show ease with technology and enthusiasm for trying new apps – perhaps even familiarity with AI-powered tools that can enhance productivity. (Many modern VAs leverage AI for things like transcription, scheduling, or research – having someone who is aware of these can give you an extra edge.)

Tech Tip: Top virtual assistants often maintain an online presence showcasing their skills – indeed, 85% of VAs have their own website to highlight their services and tech expertise Top 22 Virtual Assistant Stats for 2024 | TaskDrive. This is a good sign that a VA is comfortable with digital tools and marketing themselves, which can translate into better service for you.

8. Content Creation and Social Media Management

If part of your needs include managing your digital presence – such as running a blog, social media accounts, or email newsletters – then you’ll want a VA with content creation skills. Many virtual assistants specialize in marketing support, offering abilities like writing, graphic design basics, and social media savvy. Key skills in this area include:

• Writing and editing: Can the VA craft engaging blog posts, social media captions, or professional emails? Strong writing skills with a good grasp of your brand’s voice will allow them to create content that truly represents you. Even if you plan to create content yourself, having a VA who can proofread, format, and edit can save you a lot of time.
  
  
• Basic SEO knowledge: Understanding search engine optimization fundamentals is valuable if your VA will be writing website copy or blog content. They should know how to do keyword research, use SEO keywords naturally in text, and follow best practices so that content helps attract traffic (for instance, they should be able to integrate keywords like “remote work”, “outsourcing”, or “how to hire a virtual assistant” strategically as we are doing in this post).
  
  
• Social media management: Look for experience with platforms relevant to your business (LinkedIn, Twitter, Instagram, etc.) and tools like Buffer or Hootsuite for scheduling posts. A skilled VA can help plan your content calendar, engage with your followers, and monitor analytics to inform strategy.
  
  
• Graphic design and multimedia (optional): Some VAs can also handle creating simple graphics in Canva, editing images, or even basic video editing for social media. This isn’t essential for every role, but if you anticipate needing those tasks, seek out those competencies.
  
  

Content and social media tasks benefit greatly from consistency and understanding of marketing trends. If a candidate has managed a company’s social media or created content that drove engagement, it shows they can add value beyond pure admin work. For example, a VA with content skills might help you maintain a consistent blog schedule or keep your LinkedIn active with relevant posts – activities that can boost your brand without you having to do it all yourself. As one VA recruiter mentions, skills like “content creation (blogs, social media) and knowing basic SEO” are increasingly common and useful in virtual assistants. Top 10 Skills To Look For When Hiring A Virtual Assistant. Top 10 Skills To Look For When Hiring A Virtual Assistant. If these areas are important to your business, make sure to evaluate a candidate’s portfolio or have them complete a short content task to verify their ability.

9. Project Management Capabilities

For executives and founders, having a VA who can also function as a project manager in small projects is extremely valuable. This doesn’t mean they need a PMP certification (though if they have one, that’s a bonus!), but they should have strong project coordination skills to help keep your initiatives on track. Here’s what to look for:

• Task coordination: The VA should be able to break down a project into tasks, assign or track those tasks (maybe coordinating with other team members or contractors), and follow up to ensure progress. Essentially, they act as a traffic controller for projects so you don’t have to micromanage every detail.
  
  
• Use of project management tools: As mentioned earlier, familiarity with tools like Asana, Trello, Jira, or Basecamp is useful. They should be comfortable creating project boards, updating statuses, and possibly generating progress reports for you.
  
  
• Deadline and milestone tracking: A project-capable VA will help you set timelines and then keep everything (and everyone) adhering to them. They will remind you of upcoming deadlines and make sure nothing falls behind. This goes hand-in-hand with time management skills, but on a broader scale.
  
  
• Collaborative communication: If your VA is coordinating among multiple stakeholders (developers, designers, vendors, etc.), they need to communicate effectively with each other and ensure everyone has the information they need. This loops back to communication skills, but in a project context.
  
  

Having project management skills means your assistant can take a goal of yours – say, launching a webinar or updating your CRM data – and drive it to completion by organizing the steps. This is especially useful for entrepreneurs who run lean teams; your VA can wear the hat of a project manager for smaller projects, ensuring momentum continues while you focus on big-picture decisions. Many experienced executive assistants naturally cultivate this skill set by virtue of managing complex calendars and initiatives. If you find a VA who demonstrates strong coordination and organizational planning abilities, you’ll gain not just an assistant, but a capable project coordinator to support your operations.

10. (Bonus) Industry-Specific or Niche Skills

Depending on your field, you might have additional skills on your wishlist. For instance, if you’re a finance professional, you may value a VA with bookkeeping or financial literacy. If you’re a content creator or consultant, maybe graphic design or webinar support is important. Some entrepreneurs look for VAs with customer service backgrounds to handle client inquiries, or tech founders might want someone familiar with basic coding or software tools. Make sure to consider any specialized skills that would amplify the support you receive.

However, keep in mind that the core qualities above are still the foundation. A VA with every certificate under the sun but poor communication or time management will not be as effective as one with excellent soft skills who can learn a niche tool with a bit of training. Ultimately, prioritize the fundamentals when hiring, and remember you can always provide training for your industry-specific needs (more on that below with MySigrid’s approach).

How MySigrid Ensures Top-Quality Virtual Assistants

Finding all these skills in one person might sound like searching for a unicorn. This is where MySigrid’s model shines – by rigorously vetting and training our virtual executive assistants to meet high standards across both soft and technical skills. MySigrid is a “human premium, AI-powered” virtual assistant provider, meaning you get top-notch human assistants supported by advanced tools and processes. Here’s how we handpick and hone our team:

1. Rigorous Vetting and Selection: Every MySigrid assistant is pre-vetted through a thorough hiring process. We screen for strong educational and work backgrounds and conduct multiple rounds of interviews to assess the candidate’s skills, experience, and temperament. Only those who demonstrate excellence in communication, problem-solving, and professionalism make the cut. In fact, what sets MySigrid apart is its team of pre-vetted, trained, and managed executive assistants with deep business experience, equipped to handle any task that comes their way. 15+ Best Sites To Hire Virtual Executive Assistants In 2023 | Zirtual. This means when you hire through MySigrid, you’re getting someone who has already proven themselves to be reliable and highly competent.
   
   
2. Extensive Training (Technical & Soft Skills): Once selected, our assistants go through continuous training and development to sharpen their abilities. Every MySigrid assistant is connected to the MySigrid Training Academy, where they engage in bi-weekly coaching and training sessions to expand their skill sets. MySigrid | Premium Executive & Personal Assistance. This covers both technical upskilling (learning new tools, improving efficiency, leveraging AI resources) and soft skills enhancement (communication workshops, problem-solving exercises, etc.). We ensure each assistant stays current with the latest tools and best practices MySigrid | Premium Executive & Personal Assistance. Moreover, they are continuously supervised by quality control officers who provide feedback and mentorship MySigrid | Premium Executive & Personal Assistance. The result is a team of VAs who are not only highly skilled at the start, but keep improving over time. As MySigrid’s founder emphasizes, it’s about “testing the right people, training them extensively, and giving them all the resources they’ll need to offer world-class care.” MySigrid | Premium Executive & Personal Assistance.
   
   
3. Client-Centric Matching: We don’t just assign you the next available person. MySigrid takes a client-centric approach to match you with a VA who fits your specific requirements and working style. We consider the technical fit (skills, qualifications related to your industry and tasks) as well as the personal fit (communication style, personality) MySigrid | Premium Executive & Personal Assistance. The goal is to create a seamless working relationship. During onboarding, you’ll meet your dedicated assistant to ensure the chemistry is right. Our assistants are also extremely adaptable – they function as an integrated member of your team, even being set up with your company email and tools as needed.
   
   
4. Support from Customer Success Managers: One unique advantage with MySigrid is that you’re not navigating this relationship alone. Our experienced Customer Success Managers (CSMs) support every client engagement. From day one, your CSM guides you through onboarding and helps ensure your needs are met as you begin delegating tasks. MySigrid | Premium Executive & Personal Assistance. Importantly, CSMs assist in training your VA on your company’s specific SOPs and tools. Have a particular workflow or software that’s unique to your business? Your CSM will help communicate those processes to the assistant and monitor progress until the VA is fully up to speed. This extra layer of support means faster, smoother integration of the VA into your operations – effectively, we help custom-train the assistant to become an expert in your business, not just generic skills.
   
   
5. “Human Premium” Meets AI-Powered Efficiency: While our VAs are very much human professionals (we believe in the “human premium” touch of real executive assistants), we enhance their workflow with an AI-driven platform and knowledge base. MySigrid’s proprietary Communication & Task Management App centralizes all delegated tasks and client preferences, and even includes a Client Fact Book (CFB) that records your unique instructions. This platform leverages advanced AI and a centralized knowledge-sharing system to ensure nothing falls through the cracks. MySigrid | Premium Executive & Personal Assistance. For example, if your dedicated assistant is temporarily unavailable, a backup assistant can quickly step in by referencing the CFB and task history – so your service continues uninterrupted. MySigrid | Premium Executive & Personal Assistance. MySigrid | Premium Executive & Personal Assistance. The AI-powered platform also helps with things like routing urgent requests to a 24/7 backup team, and allowing the VA to tap into a team of specialists (IT, travel, design, etc.) when specialized expertise is needed. MySigrid | Premium Executive & Personal Assistance. In short, MySigrid’s approach combines the best of both worlds: experienced human assistants supported by cutting-edge technology and a full support team.
   
   
6. Proven Results and Happy Clients: The effectiveness of our selection and training is reflected in our client success stories. Many clients who have tried other VA services notice the MySigrid difference. For instance, one founder (after trying multiple assistants in the past) found that their MySigrid VA was “more of an asset than a band-aid,” delivering consistently high-quality support that improved their efficiency during a critical time MySigrid | Premium Executive & Personal Assistance. Others praise the professionalism and range of capabilities our assistants bring. “They offer top-notch services at a good price point,” notes one client, while another highlights how delegating to a MySigrid VA freed them to focus on strategic growth (feedback we’re proud to hear often). These testimonials underscore that when you have a well-trained, proactive assistant, the impact on your productivity and peace of mind is tremendous.

By entrusting your needs to MySigrid, you essentially skip the hard part of the hiring process. We’ve already hand-picked and trained assistants who embody the top skills discussed in this article – communication, initiative, time management, tech literacy, project management, content creation, and more – all wrapped in a professionally managed package MySigrid | Premium Executive & Personal Assistance. Your dedicated assistant is ready to hit the ground running, and with the support of our CSMs and platform, they quickly adapt to your specific workflows. It’s a hassle-free way to get a premium executive assistant who adds immediate value to your business.

Conclusion: Find the Perfect VA and Reclaim Your Time

In today’s fast-paced, remote work era, a talented virtual assistant can be the secret weapon that propels your productivity to the next level. By focusing on the top skills outlined above – from stellar communication and proactivity to tech know-how and content creation – you can hire a virtual assistant who not only handles your to-dos but truly enhances your operations. Remember, the goal is to find someone who becomes a long-term partner in your success, not just a task-doer. Invest the time to vet for these skills, and your VA will pay dividends in efficiency, growth, and stress reduction.

If you’re ready to experience the leverage a skilled virtual assistant can provide, why not let MySigrid do the heavy lifting? MySigrid specializes in matching busy professionals with “human premium, AI-powered” virtual executive assistants who have been pre-vetted and trained to excel. Our team is here to support you every step of the way in reclaiming your time and focus.

Ready to get started? 📢 Take action now:

• Visit MySigrid (our website) to learn more about our services and see how a dedicated remote executive assistant can transform your work-life balance.
  
  
• Connect with MySigrid’s founder, Paul Østergaard, on LinkedIn for insights and updates on the future of remote staffing and virtual assistants.
  
  
• Or simply book a consultation now – schedule a free consultation to discuss your needs and find your ideal virtual assistant match.
  
  Don’t let mundane tasks hold you back from focusing on what truly matters. The right virtual assistant is out there, and with the proper skills and support, they’ll become an invaluable asset to your business. Take the next step toward outsourcing your administrative support and unlock greater productivity today!