Top Traits to Look for in a Virtual Assistant for Your Business

Doing everything yourself might feel productive, but in retrospect, it’s not a long-term win at all. What it is, is a highway to burnout. Whether you’re a solopreneur juggling customer service and bookkeeping or a growing company drowning in admin work, you’ve probably wished there were two of you, maybe even a group?

Enter the virtual assistant (VA)

More than just remote help, the right VA can become your behind-the-scenes MVP – keeping your operations smooth, your to-do list short, and your sanity intact. Here’s the thing, though—not every VA is going to be the right fit or bring the same value. It’s not just about ticking off tasks – its about finding someone who fits your rhythm, understands your goals, and adds long term value to your business.

So, what should you really be looking for? Let’s dig into the top traits that separate the game-changers from the time-drainers.

Why Traits Matter More Than Just Skills

Anyone can learn how to manage a calendar or schedule emails. But not everyone can do it with initiative, integrity, and intention.

While technical skills are important, it’s the traits – the mindset, the attitude, the way someone shows up – that determine whether a VA is just a task-doer or a true extension of your team.  A VA with the right traits will not only do the work but will own it, evolve with your  business, and help you scale efficiently.

Skills get you started – but it’s the traits that keep the relationship thriving.

Top Traits to Look For

1. Proactive Communication
   
   A standout VA doesn’t need to wait for instructions – they stay one step ahead. They check in regularly, provide updates before you have to ask, and communicate clearly. They also know how to ask thoughtful questions that clarify your expectations. Look for VAs who are fluent in tools like Slack, Xoom, or project management chats – whatever keeps your workflows going.
2. Strong Organizational Skills
   
   Your VA is your operations buffer. That means managing tasks, juggling priorities, and never letting details slip through the cracks. Whether they use trello, Asana, Notion or a custom spreadsheet, their systems should be tight, and their follow-through even tighter.
3. Tech-Savviness
   
   The digital workplace changes fast. A great VA is comfortable with the tools you already use – and can quickly adapt to the ones you introduce. Even better? They can troubleshoot the occasional hiccup without panicking or sending a flurry of “help” emails.
4. Problem-Solving Mindset
   
   You don’t want a VA who just highlights issues – you want one who brings solutions. Whether it’s flagging a potential double-booking on your calendar or catching a typo before an important email blast, this kind of initiative can save you time, money, and headache/
5. Reliability and Accountability
   
   Trust is everything. Your VA should be someone who follows through – on time, every time. They take responsibility for their work, own their outcomes, and are dependable even during crunch times.
6. Confidentiality and Trustworthiness
   
   A VA often has access to sensitive information – client contacts, financials, logins. You need someone who treats that information with care, signs NDAs when needed, and follows best practices for data security. Here’s another plus: trustworthiness often translates to loyalty and long-term commitment.
7. Adaptability and Willingness to Learn
   
   Businesses (at the very least the successful ones) are always evolving, always moving—and your VA needs to grow and go with it. The best virtual assistants are coachable, open to feedback, and hungry to grow. They’re not just okay with change – they embrace it.
8. Positive Attitude and Team Spirit
   
   No one wants to work with a robot. A VA with a positive attitude brings energy to the team, even from afar. They lift your mood, offer encouragement, and genuinely care about the success of your business. Energy matters—especially when things get busy or unpredictable.

How to Spot These Traits During Hiring

So now you know what to look for – but how do you actually spot these traits before making a hire? Resumes and polished portfolios can only reveal so much. The real test lies in how a virtual assistant communicates, solves problems, and responds under pressure. 

Here are a few practical ways to dig deeper during the hiring process and ensure you’re bringing the right person on board:

• Ask behavioral questions
  
  Try asking questions like “Can you share a time when you anticipated a problem before it happened?” or “How do you handle shifting priorities?”
• Assign trial tasks or small project-based tests
  
  Test candidates to see how they manage communication, deadlines, and details.
• Speak to references
  
  Reach out to the people they listed on their references and ask how they handle communication, flexibility, and follow-through.

Find the Perfect Match

At the end of the day, the best virtual assistants combine character with competence. They’re more than support — they’re strategic allies who help your business run better, faster, and with fewer hiccups.

So don’t settle for average. Find a VA who doesn’t just get the job done – but makes you wonder how you ever even ran your business before you’ve got them. Let’s help you find the perfect fit for you, your team, and your business – let’s talk.