5 Essential Traits Every Virtual Assistant Should Have
1. Strong Communication Skills
Why It’s Important: Miscommunication can lead to errors, missed deadlines, and frustration. A virtual assistant must convey ideas clearly, whether through emails, chat, or phone calls.
What to Look For:
Ability to summarize complex information concisely.
Professional tone and grammar in written communication.
Active listening skills during verbal interactions.
How to Test:
Task: Ask the candidate to draft an email responding to a hypothetical client inquiry. Evaluate tone, clarity, and attention to detail.
Scenario: Conduct a mock meeting where they must explain a process (e.g., how to set up a CRM feature) and observe their verbal communication style.
2. Organizational Expertise
Why It’s Important: Managing multiple clients, tasks, and deadlines requires a high level of organization to avoid chaos.
What to Look For:
Ability to prioritize tasks based on urgency and importance.
Familiarity with task management tools like Trello, Asana, or Notion.
Structured approach to handling workflows.
How to Test:
Task: Provide a list of 10 tasks with varying deadlines and priorities. Ask them to organize the tasks into a timeline or workflow.
Scenario: Present a cluttered calendar and ask how they would reorganize it to optimize productivity.
3. Tech-Savviness
Why It’s Important: Virtual assistants often work remotely, so they must be comfortable with digital tools to collaborate effectively.
What to Look For:
Proficiency with CRMs (e.g., RealtyLeadLink), project management platforms, and communication tools like Slack or Zoom.
Ability to troubleshoot minor tech issues independently.
Willingness to learn new software quickly.
How to Test:
Task: Assign them to set up a basic project in a tool like Trello or Asana and share the workflow with you.
Scenario: Ask how they would troubleshoot if they couldn’t log into a platform or lost access to a key document.
4. Proactive Problem-Solving
Why It’s Important: A virtual assistant who can think ahead and address potential issues saves time and reduces stress for their employer.
What to Look For:
Ability to foresee bottlenecks and suggest alternative solutions.
Confidence in decision-making without constant supervision.
Creativity in resolving challenges.
How to Test:
Scenario: Describe a situation where a client cancels a meeting last-minute, and ask how they would handle rescheduling or filling that time productively.
Task: Present a vague assignment (e.g., “Organize this messy client database”) and see how they clarify requirements and execute the task.
5. Reliability and Accountability
Why It’s Important: Trust is built when a virtual assistant consistently meets deadlines and delivers quality work without needing constant reminders.
What to Look For:
Punctuality in responding to messages and completing tasks.
Willingness to own up to mistakes and take corrective action.
Consistent follow-through on commitments.
How to Test:
Task: Assign a time-sensitive task with clear instructions and a deadline. Observe if they deliver on time and meet the expected quality.
Scenario: Ask how they would handle missing a deadline and what steps they would take to ensure it doesn’t happen again.
