What if I told you the first virtual assistant I hired from the Philippines back in 2005 is still working with me today—20 years later? But today, I wouldn’t even call him a ‘virtual assistant.’ He now manages all the projects in my 8-figure/year business.
He isn’t what you might expect when you think of a ‘virtual assistant.’ He’s incredibly talented, highly intelligent, proactive, honest, loyal, and deeply in tune with our customers. In fact, he’s not the only one. I have about fifty people from the Philippines working for me. Not all of them have been great, but most have!
So, if you think hiring a virtual assistant means you’re just getting a secretary or a data entry person, think again. Welcome to the highly educated and talented world of virtual assistants from the Philippines.
Overview of Virtual Assistants
Let’s start at the beginning. Virtual assistants are remote workers who handle a variety of tasks to support your business. In the past, they are more known to function like an Executive Assistant, helping with everything from managing your inbox to customer service and scheduling meetings. But many also have specialized skills like creating content, design, SEO, social media, CAD or engineering or bookkeeping.
And here’s the best part: they’re cost-effective. After crunching the numbers, I realized that hiring a VA not only saved me time but also made financial sense.
When it comes to hiring virtual assistants, the Philippines stands out as a top choice. This country is a hidden gem in the world of remote work, and I learned this firsthand when I brought in my first Filipino VA in 2005.
Why?
For starters, the Philippines is known for its impressive pool of highly skilled professionals. Higher education is a top priority in the Philippines, and most people will have a legitimate university education. The country also has a long history of providing excellent customer service and administrative support, making it a natural fit for virtual assistance roles. And then…there’s the English!
Below are just some of the advantages of hiring Filipino virtual assistants I’ve discovered over the years:
English Proficiency
When I started working with my first VAs I was always curious about how we are able to communicate with very little confusion. They get what I say and finish tasks as I asked…usually. I figured it out when I was finally able to visit the Philippines in 2010. Everything there was in English: schools, signs, television, books.
English is not taught as a second language in the Philippines. English IS the language of the Philippines. There are 128 languages across the 7000+ islands. They use English as the common language so they can communicate with each other. In fact, they are taught English as early as pre-school, and most school subjects and courses are taught in English. That’s why your VAs will be able to competently understand your instructions and converse with you or your clients with ease.
Cost-Effective Excellence
Yes, talent can be found anywhere, but when it comes to cost-effective hiring, Filipino virtual assistants (VAs) offer incredible value. The average rate for a beginner VA in the Philippines can start as low as $4 per hour (for a newbie with no experience), while more seasoned, highly skilled VAs typically charge around $12 per hour. At this rate, you’re looking at highly skilled general VAs, programmers, designers, social media managers, Facebook and Google ads experts, and basically any other skill you might be looking for.
Work Ethics and Loyalty
Many VAs stay with the same employer for years—sometimes even decades. As I mentioned earlier, the first VA I ever hired in 2005 still works for me today!
Part of Philippine culture is a strong sense of loyalty to their work and a genuine desire to please their employer. As long as they are fairly compensated, treated with respect, and trusted to contribute to the growth of your company, they will remain loyal and stay with you for the long term.
Cultural Compatibility
The Philippines is very Americanized. America colonized the Philippines for 48 years, and because of that, they picked up a lot of our cultural quirks and preferences. They are also avid watchers of our shows and movies. NBA, Dancing with the stars, podcasts. Yeah, they’re very Americanized.
Time Zone Advantage
Since the Philippines is ahead of Western time zones, your tasks can be handled while you’re asleep. They can also adjust their hours to match your time zone if you need it. Although I’ll be honest and say that I’ve found it better if you let them work whenever they’re comfortable working. Working the night shift is often hard for people (some people love it), so I find they’re more productive when I let them work the hours they choose.
Since the Philippines has been a top destination for Business Process Outsourcing for decades, many Filipinos have gotten used to working at night. It won’t be difficult at all to find virtual assistants from the Philippines to work your time zone if you really need them to.
A Friendly and Honest Partnership
Filipinos are generally meek, but they’ll jump through hoops to make you comfortable with them. And once they’ve committed to working with you, your business becomes theirs too. It’s funny how my team sees my competition as THEIR competition and how they get annoyed or sad when we get any negative reviews.
In the end, you can find great people anywhere in the world. It’s just easier, and better if you do it in the Philippines.
Now, the Big Question: Who Should You Hire First?
Now that you understand why I only go to the Philippines, let’s jump into some of my more nuanced advice with hiring. These are things I’ve found over the years. They’re not written in stone, but they’ve definitely helped me succeed.
Let’s start with: “Who’s the first person I should hire?”
Here’s a simple framework to help you figure this out:
Consider the four types of tasks for your business below.
- Things you’re good at and enjoy doing
- Things you’re good at but don’t enjoy doing
- Things you’re not good at but have some understanding of
- Things you don’t know how to do at all
I know, this is different than most other lists of this type. Go with it. Assume they are boxes containing these various tasks. Take a moment to jot down tasks that fit into each box. For example:
- Good at and enjoy: Social media marketing, talking to clients
- Good at but don’t enjoy: Writing sales copy, web development, blog writing
- Not good at but have some understanding of: WordPress, lead generation
- Don’t know how to do: SEO, design
Now, the conventional wisdom usually says, “Focus your personal time on box #1 and outsource box #4.” But here’s the twist—I think that’s completely backward. Outsourcing box #2 is actually your best bet!
Hire Virtual Assistants To Buy Back Your Time
Why does “outsourcing box #2” first make more sense?
If you focus solely on what you’re good at and outsource stuff you don’t understand, you’re essentially creating another job for yourself. You end up working more hours, managing people to do things you don’t really get, and the cycle never seems to end. You never become less busy this way.
The better strategy? Start by outsourcing tasks in box #2, the stuff you’re good at but don’t enjoy.
For example, if you’re great at writing sales copy but hate doing it, hire someone to handle that.Get something off your plate. Get great work done (because it’s easy for you to direct someone else). Get time back, and pretty soon you’ve doubled your productivity.
This shift helps you grow the business rather than continuing to be the one doing the work. Plus, your knowledge in these tasks make it easier to find, hire, train and manage the virtual assistant.
The best advice I can give is:
The first person you hire should be able to do something you do, and something you can teach someone else to do.
Everything is easier this way. It makes learning to work with someone in another country easy. It makes adjusting to their culture easier. It gives you a chance to have success easier. It allows you to give clear expectations easier…the whole thing is easier when you hire someone to do something you know how to do first.
Outsource Wisely
Once you’ve got box #2 covered, you can start looking at outsourcing box #1—the stuff you’re good at and like to do.
The key is to get out of the nitty-gritty of daily tasks and into a role where you’re leading and strategizing, not just doing. This lets you build a business that works for you, rather than one that relies on you for every little thing.
And…it’s shockingly easy with VAs from the Philippines. You can find amazing people who can run parts of your business without you micromanaging them. You’re not just hiring grunt workers. These are talented, loyal people who can actually free up your time and do jobs right.
Eventually, you can tackle boxes #3 and #4—the things you’re not good at and don’t know how to do. But start with tasks you can easily train someone on, and you’ll be in a much better position.
If you think this is all nonsense from someone who hasn’t done it, this is my real experience as an example:
I hated writing code, but was really good at it. So, I hired a writer first. I gave it time and training for him to settle in.
Next, I hired someone who can do writing and social media. I hated it at first, because I enjoyed doing the social media part, but when she got it, I was free and built another business.
Now that you’ve got a strategy in place for what to outsource first, you might be wondering, “Where do I find these talented VAs?”
Enter Onlinejobs.ph.
So What is Onlinejobs.ph and How Does it Work?
OnlineJobs.ph is a popular online job board that connects businesses and entrepreneurs with skilled Filipino workers who are looking for work. It’s almost like a dating app, but instead of swiping right on potential partners, you’re checking out virtual assistants who could be a great match for your business.
Filipinos looking for VA work set up profiles that read a bit like a resume: “I’m great at this, I’ve got experience in that…” They share their education, work history, and details about whether they want full-time or part-time gigs, how many hours they can commit, and what salary they’re aiming for. You can browse these profiles to gauge their fit for your needs.
Getting Applicants
And as an employer, you have two options:
- Post a job and wait for applicants to come to you; or
- Browse through resumes and proactively reach out to candidates who seem like a good match.
I personally recommend browsing through profiles first. This will give you an idea of the talent available and the salary ranges they’re looking for, so you can set out a fair wage for the skills you’re looking for. Or you can choose to directly reach out to people who stand out and ask if they’re interested in the job.
Then, post a job ad. Here are a couple pieces of advice when posting your job listing:
- Post a reasonable salary. Here’s a salary guide for your guidance.
- Include your expectations, but not too many. Filipinos are “scared”. If you seem too demanding, you’ll scare them away. List a few requirements, but you don’t need to post everything.
- Add a catch or two to the job post. I always ask for a specific subject line when they apply. I also ask them to use a specific number of Apply points (somewhere between 6-13 typically). Adding requirements like these makes it easy to separate those who are serious about the job from those who are just applying to every job they can find.
- Spend little time on your job post. You’re just throwing a hook out here. I typically spend less than 5 minutes writing this job post. If the right applicants don’t come in, I’ll re-post slightly differently. It’s better than spending 30 minutes crafting the “perfect” job post.
A word of caution
If you’re like me, you don’t want to post a job or narrow down the candidates. Nobody wants to do this. It would be so much easier if someone just told you who to hire or if you could get a reference to a great VA.
The problem is, this doesn’t exist.
Yes, there are VA agencies who will do recruiting for you. I’ve seen dozens of them come and go over the years. Why don’t they stick around? Because nobody is better at finding the right person than YOU!
For example, I’m really good at finding the right person for me and my team. I have over a 90% success rate. But if I ever try to help a friend, my success rate is below 50%. It’s just not the same trying to find a VA for someone else as it is for yourself.
So yeah, I know you want someone else to tell you who to hire. Resist this urge. You’re so much more likely to find someone great if you do it yourself. Not to mention nobody out there is just going to refer you to their great VA. Imagine: “Hey, I have a great VA who works for me, you should hire her away from me. Here you go…” Yeah…never happened.
Stop waiting for the referral.
Post the job. Narrow the candidates. Hire someone great.
Narrowing down the Right Virtual Assistant on Onlinejobs.ph
Once you’ve posted a job (or contacted a number of people) on OnlineJobs.ph, depending on the role you’re looking for, you’re likely to get dozens (or even hundreds) of applicants. Relax. There’s an easy way to narrow it down. I’ve been doing this for years and have based this on spending as little of my time as possible, while finding someone who perfectly fits with my personality and communication style.
Ask Them Questions
Most people want to jump right to a video interview with candidates. This is the wrong approach for a number of reasons. First, culturally, Filipinos don’t want to do it. Second, you’ll lose great candidates in favor of good candidates who are willing to do a video interview (and typically for a job that doesn’t require any video or voice). Third, doing video interviews takes a lot of your time. This is a waste of your time.
Start with email.
For me, sending emails is fast and easy. I ask questions. This is my key to finding a trustworthy VA. I ask lots of questions over lots of emails —it’s faster and gives you (and them) time to think through questions and answers. It’s also how you’ll likely communicate with them after hiring them. Why not interview the same way you’ll work together? Here are things I dig into:
- Experience: What have they done before? What skills do they bring to the table?
- Previous Work: Can they provide samples or references?
- Problem-Solving Skills: How do they approach and solve problems?
- Location: Where do they live? If you’ve already hired from the Philippines before, you can choose to either hire your workers who are near each other, or spread them out to the various islands and provinces.
- Family: A quick insight into their home life can give you a sense of their stability and availability. Filipinos are generally very family-oriented. They’ll appreciate you asking about their families if you do end up hiring them.
- Internet Speed: A stable connection is a must-have for remote work.
- Computer Setup: Make sure they have the right equipment to handle the tasks you need.
- Current employment situation: how many jobs do they have? How long have they had them? How many hours are they committed there?
The goal of recruiting is to find the right person efficiently. It’s better to have candidates show their worth rather than spend hours sifting through resumes and portfolios or doing live interviews. Each email I send takes me 10-30 seconds. I typically ask the same questions to a bunch of applicants so each one is very fast.
This process puts the onus on them to prove they’re the right candidate.
Keep asking questions to everyone who shows interest. Over time, you’ll notice a few things:
- Some Candidates Will Drop Out: People might bow out of the process because they don’t like the job, your questions, or the level of scrutiny. That’s fine—let them go. Focus on those who stick around. Typically, bad apples don’t want to go through this process. They’re looking for something easy.
- Spotting the Wrong Fit: You’ll quickly see who isn’t right for the job. Maybe their skills don’t match what you need, or their communication style isn’t ideal. It’s okay to drop these candidates from your list.
- Response Time Matters: Pay attention to how quickly candidates reply to your questions. Yes, time zone differences will be a factor, but typically, those who are really serious about their application will be able to respond in less than 24 hours, and often they’ll respond 2-3x per day. If it takes them 2 days to respond during the interview, it’s likely to take them 2 days to respond after you’ve hired them. No bueno.
- Attention to Detail: The reason for asking multiple questions is to see if candidates can handle detail. If they miss some questions, it might indicate they’ll miss tasks or instructions later on. You want someone who pays attention to the little things.
- Communication Style: Consider how well you get along. Clear communication and positive interaction are crucial since this will (hopefully) be a long-term relationship. Do you understand them? Do they understand you? Do they understand slang? Do you look forward to getting a message from them? Are you cringing when you have to read a message from them? If something feels off, it’s worth noting.
- Consistency: Check if their skills and story remain consistent throughout the process. Discrepancies between their profile and their responses can be a red flag.
- Watch for Red Flags: Basically, items 1-6 of this list. Trust your instincts—if something feels off, it probably is. If something is too good to be true, it probably is.
It’s important to avoid getting too enthusiastic about any one candidate and hiring them before the process of asking questions plays out. Allow the process to unfold fully. Rushing to hire someone too soon can lead to unmet expectations, discovering that the person isn’t what you thought, your personalities don’t match, or other issues. Keep asking questions and let candidates either withdraw themselves or give you reasons to exclude them from the process. I typically send 5-10 emails with questions. Usually this is sufficient to determine who I want to hire.
These questions give you a better picture of their qualifications and help you gauge their personality.
All of this takes me very little time. 5-10 minutes/day for a few days. I typically ask the same questions to all applicants until a few start to stand out. And, OnlineJobs.ph keeps making this process easier and easier (like with AI!).
Trust Takes Time
Remember, finding the right VA is just the beginning. Trust is built over time, and it starts with an intentional and thoughtful hiring process. Instead of rushing to make a decision, take the time to engage in back-and-forth communication during the interview stage. This allows you to gauge not only their skills but also how well they align with your business needs and values.
Start with a great job board, ask detailed questions, and give test tasks (more on that later). This approach helps you identify candidates who are not only skilled but also trustworthy.
Keep the interview process going until you’ve narrowed it down to 1 to 3 strong candidates. During this stage, candidates may ask about your company or the opportunity itself. Take this chance to share more details about your business and what you’re offering.
Salary and Work Hours Negotiation
Now’s the time to discuss:
- Salary: Based on their expectations, negotiate a fair rate. Keep in mind that some Filipino candidates might be less comfortable negotiating, so be fair and transparent. There’s a great https://blog.onlinejobs.ph/the-ultimate-guide-to-hiring-virtual-assistants-from-the-philippines/VA salary guide at OnlineJobs.ph[/link]. Typically you’re looking at $4 (for beginners) to $12-$15/hour (for experts). I often find someone in the middle of the salary range but on the higher end of skills is the sweet spot. They might not be the MOST skilled, but they’re typically more willing to learn.
- Work Hours: Decide on the work hours or find out when they’re available. Remember, the 11 to 16-hour time difference between the US and the Philippines can be challenging. Overlapping hours for communication can help, but avoid expecting them to work night shifts if it’s not ideal for them.
Payment Arrangements
Clarify the payment structure—full-time, part-time, hourly, salaried, freelance, or contract. Not all employees will have the same payment setup; you can for sure find someone who fits your needs/wants. Some may prefer to be paid monthly, while others may opt for biweekly or twice a month.
Be flexible and transparent about these options. Additionally, discuss the payment platforms you’ll use. Onlinejobs.ph offers an integrated Easypay system, but alternatives like PayPal, Wise, and direct bank transfers can also be considered based on what works best for you.
Paid Test Task
For those who remain on your shortlist, assign a relevant paid test task. Make sure it reflects the work they’ll be doing and is manageable within a reasonable time frame—10 minutes to a couple of hours.
This step isn’t just about assessing the quality of their work. It also gives you insight into their communication skills, responsiveness, ability to follow instructions, and overall professionalism. Pay attention to their approach, attention to detail, and how they handle feedback.
A candidate who is proactive, asks clarifying questions when needed, and delivers on time is likely to be a strong asset to your business. The goal here isn’t to get work done. The goal is to see their skills, their ability to follow directions, and to see how well you work together.
Voice or Video Interviews for Voice or Video Work
If you’re going to do a video interview, now, at the end of the process, is the time. In most cases, video interviews aren’t necessary as many Filipinos tend to be shy in such settings.
However, for voice-related roles such as customer service, sales calls, or voice-over work, it’s important to assess how well they speak and whether they have a pleasing personality. A voice or video call interview can help gauge their tone, clarity, and ability to engage in conversation naturally. It also allows you to check their internet connection quality and ensure they can handle video or audio calls without technical issues, which is crucial for remote collaboration.
Final Decision
Not everyone I’ve hired has been the absolute best in terms of skill, but many have been great in their own ways, whether it’s their reliability, willingness to learn, or ability to adapt to my working style. The right virtual assistant isn’t just someone with top-notch skills; they should also make your life easier by being dependable, proactive, and easy to work with.
Sometimes, the best fit is someone who may not be the most technically skilled but is eager to grow and collaborate effectively. I call this “young and hungry” or experienced. Most of my hires have been young and hungry. For most roles, you can learn almost anything on youtube!
Onboarding Your Virtual Assistant
Now that you’ve made your choice, it’s time to get to work! Don’t overcomplicate the onboarding process. You don’t need to have everything ready, such as all the policies and procedures. These will evolve over time. The key is to set your VA up with the essentials, so they can get started without delay.
Start simple: What I focus on is introducing them to the key people they’ll be working with (if you’re a solo entrepreneur, this might just be you in the beginning). Then, the first task. That’s it!
You can also share details like how and when payments will be made (for example, through onlinejobs.ph/easypay, Wise, or PayPal), how you’d like them to submit daily reports, holiday schedules, and any benefits you offer. But don’t feel like you have to include all of this right away. Keep it straightforward and let the process unfold naturally.
If you want to be more formal, you can begin with a formal job offer email. Filipino workers appreciate the formality and clarity it provides. Outline the following key points:
- Work Expectations: Clarify the number of hours expected per week and their work schedule. Work conditions in the Philippines may differ from those in your location. There might be differences in working hours and availability. Be flexible with their schedule; they might work better on a hybrid or self-managed schedule.
- Compensation: Specify their starting salary and payment frequency. Consider starting at a lower rate with the promise of a raise after a probation period. Weekly payments for the first two months can alleviate their concerns about getting paid, and then you can transition to bi-weekly or monthly payments. Don’t pre-paying for work or make upfront payments for equipment.
- Paid Time Off and Holidays: Discuss your policy for time off. A flexible approach, where they take time off as needed, can foster trust and loyalty. Be aware of the holidays in the Philippines and plan possible time off requests, accordingly, especially during the busy December holiday season. Onlinejobs.ph regularly updates its holiday calendar, which you can subscribe to and integrate into your own calendar app.
- Daily Reporting: Set clear expectations for daily reports. This keeps you informed about their progress and any issues they might be facing. The report should cover what they did, any problems encountered, and how you can assist them.
- Communication and Support: Emphasize the importance of staying in touch and seeking help when needed. Filipino VAs may be hesitant to ask for help due to a fear of disappointing you, so reassure them that you’re there to support their success.
Next, send an email outlining their first task. Make sure the task is manageable and serves as a starting point for assessing your working relationship. When creating instructions, you don’t have to go crazy. Yes, the more clear the instructions, the easier it is for them.
But don’t make this hard on yourself. I’ve seen too many people put off hiring out of fear of having to create detailed “standard operating procedures” which will take hours. You don’t have to do this. I usually start by sending them the least amount of instruction possible that is sufficient to get them started, and started asking me questions. No matter how much detail I put in, I always forget something (and so will you).
Set a clear expectation for asking you questions about their task and for completion of the task. Offer your support for when they have problems. The purpose of this first task should be to complete something together. You give instructions, they do the work. See that you work together well. If you do, everything will be smoother in the future.
By following these steps, you’ll set the stage for a successful partnership and start your virtual assistant off on the right foot.
Wrapping It Up!
Alright, you’ve made it through this ultimate guide, and you’re almost ready to welcome your new virtual assistant into your team.
Hiring a virtual assistant from the Philippines isn’t just a cost-effective solution—it’s a smart move that can supercharge your productivity. With their strong work ethic, fantastic English skills, and a knack for picking up new tasks, Filipino VAs are a great asset. You’ll be able to offload those time-consuming tasks and get back to focusing on what really matters for your business.
Remember, the key to making this work isn’t just about finding the “best” person. It’s about finding the right fit for you, and then it’s about setting them up for success. My first hire was an instant game-changer. Yours might not be. But it for sure will make a huge difference over time.
Clear communication, asking the right questions, and providing strong onboarding and support helped turn my VAs into invaluable team members. Some weren’t the “best” on paper, but they became great because they were reliable, eager to learn, and aligned with my business needs. Young and hungry!If you’re ready to find a VA who fits your workflow and can truly support your business, start your search on Onlinejobs.ph today. The right hire could be just a few steps away.
