Hiring the right virtual assistant is half art, half science.
On one hand, you need someone with the "hard skills" and "experience" to hit the ground running. But just as importantly, you need someone with the soft skills and culture-fit qualities you need to enjoy working with them.
That's where the "Skill Funnel" interview process comes in. This 4-step framework is designed to progressively narrow down your applicants to only the most qualified, compatible candidates.
Here's how it works:
Aug 8, 2024
Step 1: Create an Application Form
The first step is to weed out the tire-kickers and unqualified applicants. This application form will do the heavy lifting for you by asking specific questions that assess their skills, experience, and motivation.
💡We'll be linking the application-form in the Job Ad below, so applicants can apply directly to your form, and answer your time-saving questions there.
Form Building Tools:
Reform.app - simple and easy to use
Tally.so - slightly more powerful
Key Questions:
Basic contact info (name, email, phone, location)
Tangible work examples (links to portfolio/work samples)
Relevant skills & tool knowledge (e.g. "Proficient in Framer, Webflow, Wordpress, Etc...")
Past experience in similar roles (titles, responsibilities, achievements)
Open-ended questions (e.g. "Why are you interested in this role?")
Pro Tip: Include a few "knockout" questions that immediately disqualify wrong-fit applicants. For example, if you need someone full-time, ask about their weekly availability upfront.
Step 2: Post Your Job Ad
In order to post your job on these various platforms, we'll have to write a Job Ad, and then we'll have to post it to various job boards. I've created a Job Ad template you can use, and linked my favorite Job Boards to hunt for candidates below 👇🏼
📋 Job Description Template:
Instagram DM Sales Assistant
We are seeking a highly motivated and personable Virtual Assistant to join our team as an Instagram DM Sales Assistant.
In this role, you will be responsible for executing our proven 6-step DM sales script to generate leads, qualify prospects, and book sales calls for our high-ticket coaching program.
Responsibilities:
Engage with potential clients via Instagram DM using our proprietary sales script
Build rapport with leads by asking questions and mirroring their communication style
Qualify prospects based on our ideal client profile (ICP) criteria
Artfully agitate pain points and tease our solution to spark curiosity
Book qualified leads on sales calls with our closers
Follow up with prospects to keep our brand top of mind
Track and report key metrics like response rates, conversion rates, and revenue generated
Continuously optimize the sales script based on what's working
Requirements:
2+ years of experience in sales, customer service, or a related field
Excellent written communication skills with a knack for persuasion
Ability to build rapport quickly and authentically with strangers online
Familiarity with Instagram and other social media platforms
Strong attention to detail and ability to stick to a script while sounding natural
Proactive mindset with a focus on hitting targets and driving results
Availability to work at least 20 hours per week, including some evenings and weekendsBonus:
Previous experience with high-ticket sales and/or coaching programs
Example of Ideal Candidate: Our ideal Instagram DM Sales Assistant is a charismatic go-getter who loves connecting with people and isn't afraid to slide into DMs. You have a proven track record of smashing sales goals and thrive in a fast-paced, results-driven environment. Most importantly, you're coachable and eager to learn our methodology for turning cold leads into high-paying clients.
If this sounds like you, here's a quick template to use when applying:
IMPORTANT: To apply to this role, please submit your application at this link {{insert application link}}
We look forward to hearing from you!
Best,
[Your Name]
My favorite places to find VA's are:
Onlinejobs.ph - Huge pool of affordable Filipino VAs
Virtual Staff Finder - Concierge VA matchmaking service
Facebook Groups - Engage in niche VA communities
Referrals - Tap your network for vetted recommendations
🎯Goal to aim for: Try to source at least 50-100+ candidates. 90% of people won't be a fit anyways (so if you get 100 applicants, that realistically gives you 8-12 descent people you can begin to make a real decision off).
Step 3: One-Minute VideoAsk
Once you've narrowed down the applicant pool, the next step is to request a quick 1-min video-introduction from the top 10% of candidates you selected (you can ask them to film this on Loom, or you can make this easy for them by sending them a VideoAsk).
The goal of the 1-min intro video is to assess their communication skills and overall vibe. This is not a deep-dive interview, but rather a quick gut check to see if they're worth inviting to an interview.
Keys:
Ask them to answer 1-3 broad questions about their background & experience in a 1-2min VideoAsk.
Pay attention to verbal & non-verbal cues (tone, enthusiasm, clarity, etc.)
Culture fit: Do you vibe with their energy in the first few minutes?
🎯Goal to aim for: This step should help you narrow down your top 8-15 candidates, down to just the top 2-4 candidates who not only have the skills and experience but ALSO have the vibe, energy, and communication style you enjoy to work with!
Step 4: The Test Project (Paid)
A quote that stuck with me a while back said "I don't know if I can work with you, until I've worked with you" - which is one of the hardest-hitting lessons I had to learn the hard way (after spending years doing interviews, scoring candidates, and going through hiring & training rounds).
The truth is... people can ALWAYS make themselves look fancy "on paper".
The real litmus test begins once the real work begins (people's true real colors shine through very quickly)
That's why I'm a big proponent of "hire fast, fire fast" instead of the typical "hire slow, fire fast" advice so many people stick to. In my experience, 7-10 days between 3-4 different candidates is enough time to see if it's a good fit.
A good way to do this, is with a well-designed "test project" will give you a realistic preview of their work quality, problem-solving approach, and attention to detail.
Key Elements:
Set clear goals & expectations for the trial period
Assign a mix of routine & challenging tasks
Make a go/no-go decision at the end of the trial
Test Project Examples & Template 🔥
5 Test Project Examples
Social Media Graphic Design
Project Brief: Create 3 Instagram post graphics promoting our upcoming webinar. Use the copy and images provided in the assets folder and follow our brand guidelines.
Deliverables: 3 Instagram post graphics (1080x1080) in JPG or PNG formatTimeline: 2 business days
Success Criteria: Graphics are visually appealing, on-brand, and error-free
Email Newsletter Creation
Project Brief: Draft our monthly email newsletter using the content and layout provided. Include all necessary links, CTAs, and tracking codes.
Deliverables: 1 HTML email file and 1 plain text versionTimeline: 3 business days
Success Criteria: Email matches the provided layout, links are functional, and content is error-free
Data Entry & Research
Project Brief: Update our customer database with the information provided in the attached spreadsheet. Verify each contact's email address and add any missing social media profiles.
Deliverables: Updated CSV file with all contact information filled inTimeline: 4 business days
Success Criteria: Data is accurately entered and formatted consistentlyBlog
Post Formatting
Project Brief: Format the attached blog post in WordPress using our standard blog template. Add relevant images, internal links, and meta descriptions.
Deliverables: Published blog post URLTimeline: 1 business day
Success Criteria: Blog post is properly formatted, images are optimized, and meta data is included
Customer Support
Project Brief: Respond to the 5 customer inquiries in our support queue using the canned responses provided. Escalate any issues you can't resolve to the appropriate team member.
Deliverables: Resolved support tickets and summary of actions takenTimeline: 2 business days
Success Criteria: Inquiries are responded to within 24 hours, using the correct canned responses and tone. Issues are properly escalated when necessary.
Appointment Setter
Project Brief: Reach out to 100 people in the CRM to schedule qualified appointments in my calendar.
Deliverables: At least 5 appointments booked.Timeline: 2 business days
Success Criteria: Appointments are qualified using BANT framework, show-up rate on bookings is over 75%, and people come into the meetings with a clear idea of what we do & how we can help them solve their problems.
🎯Goal to aim for: Make the test difficult, and leave some areas of the task open to interpretation. This will give you a very clear picture of the resourcefulness, attention to detail, and care that your top 5 candidates will have on a daily basis.
Once completed, you should EASILY be able to see who the 1st place winner is of the group, and this will make your hiring decision 10X easier and 10X more successful. Enjoy!
Conclusion
Hiring a rockstar VA doesn't have to be a shot in the dark. By following the "Skill Funnel" interview process, you can systematically narrow down your applicant pool and make data-driven hiring decisions.
The key is to design each step of the funnel to assess a specific set of skills and personal qualities. The application form filters for basic qualifications, the video screen assesses culture fit, and the test project confirms overall fit.
Of course, this process is just the beginning. The real work starts with onboarding, training, and ongoing management (which we cover in depth in our other resources). But by starting with a strong foundation, you'll set yourself and your new VA up for long-term success.
So what are you waiting for? Use these templates I've provided to start building your dream VA team today (so you can buy-back your time). Trust me, your future self will thank you when it's done!
Enjoy!
- Julian
