How to Choose the Right Virtual Assistant Agency for Your Business
Hiring a virtual assistant (VA) can be one of the best decisions you make as a business owner.
The right VA support frees up your time, helps you operate more efficiently without a heavy payroll overhead, and lets you focus on the high-value work only you can do.
But not every VA or VA agency is the same, and the wrong choice can leave you more stressed (and behind) than when you started.
So how do you make the right call?
Here’s a practical guide we share with our clients at The Boutique COO to help them choose the virtual assistant agency that actually works for their business.
7 Tips for Choosing the Right Virtual Assistant Agency for Your Business
1. First, get clear on what business support you need
Before you start booking discovery calls, take a step back and identify your priorities. What tasks are draining your time and energy, and where are balls dropping in your business? Do you need inbox and calendar management, social media support, client communication, bookkeeping, or a mix?
Too many businesses start with “I need help” but don’t really know what kind of help they’re looking for. This can easily result in a poor match, wasted money, and frustration. The clearer you are on what you want off your plate, the easier it will be to find the right agency to deliver it.
2. Look at the VA agency’s hiring standards
A VA agency’s true value is in the strength of its team, so make sure to ask how they recruit, vet, and train their assistants. Are they pulling from a pool of hundreds of applicants and hiring selectively, or are they bringing in whoever applies? Do they provide ongoing coaching and oversight, or do they leave contractors on their own? Are their assistants overseas or local to you?
An agency with rigorous hiring standards saves you the headache of trial and error. In fact, many business owners struggle to hire successfully. By trusting a business that literally handles hiring as their core business, you’re getting the benefit of having it off your plate and having it done at the highest possible caliber.
3. Assess the communication and responsiveness you expect from a VA
You can train someone to use your project management tool, but you can’t train them to be proactive or detail-oriented. Pay attention to how the agency communicates during your first interactions. An agency that replies promptly and professionally suggests that it likely expects its team to do the same.
Things can feel clunky when bringing someone into your business at first, but if communication feels slow or disorganized even after a few months, it typically worsens over time. A good agency should set the tone with problem-solving, responsiveness, and professionalism right from the beginning.
4. Check for industry knowledge (but don’t over-index on it)
A common misconception is that your VA has to come from your exact industry. While familiarity helps, the most important skills are adaptability, strong systems, and the ability to learn quickly. Agencies that work across industries often bring best practices from other industries that you might never have considered.
That said, if you’re in a highly specialized field (real estate, legal, medical), look for agencies that have dedicated experience or verticals in that space. It’s all about balance - relevant context is useful, but operational excellence matters more.
5. Understand the pricing and value of hiring a virtual assistant
VA agencies price their services in different ways, including hourly packages, monthly retainers, or pay-as-you-go options. Be cautious when choosing the cheapest option without considering its value. A $15/hour assistant who takes four hours to draft one email newsletter isn’t saving you money compared to a $40/hour assistant who does it in one.
Ask agencies how they measure efficiency and what oversight they provide. The right agency should be transparent about costs and able to show how its structure ultimately saves you both time and money.
6. Ask for client success stories from the VA Agency
Testimonials and case studies give you real-world proof of how an agency operates. Look for specifics around how they helped a client streamline systems, cut admin time, or drive measurable growth. Vague “they’re great to work with” reviews are nice, but you want to see the actual impact on a business.
7. Start small and test a small project first
Even the best-fit agency should earn your trust. Start with a smaller package or a trial period. This gives you a chance to see how the assistant integrates into your systems, communicates with your team, and handles tasks. Use this time to refine your processes and give feedback so you’re both set up for long-term success. And if the agency doesn’t allow any kind of trial setup, be wary!
Hiring a Virtual Assistant Agency? Let’s talk!
At The Boutique COO, we believe the right VA agency can become an extension of your business, helping you reclaim your time, operate more efficiently, and grow faster.
When you’re evaluating options, get clear on your needs, ask the tough questions about hiring and training, and look for a virtual assistant agency that treats your business with the same care they would their own.
At The Boutique COO, this is something we take very seriously. Clients who hire us as their virtual assistant agency often tell us that we feel like an extension of their team.
