How to Hire the Right VA for Your Course Business | VA for Course Creators
Mar 16, 2025
Hiring your right VA fit doesn’t have to be a pain!
Running an online course can be rewarding, but it often comes with a long to-do list that extends well beyond creating content.
“Well, duh,” you might be thinking. “Don’t all businesses have lots to do to stay afloat?”
They sure do - but specifically as a course creator, your energy is better spent focusing on teaching, building relationships with students, and innovating your offerings - not drowning in administrative tasks or marketing hurdles.
β¨ Especially when those tasks can be delegated!
That’s where hiring the right virtual assistant (VA) (not just someone who’s available) can transform your business.
Let’s ensure your VA investment pays off!
Clarify your needs
Before you start the hiring process, identify the areas in your business where you need help. And be honest!
Ask yourself:
π What tasks are taking up most of my time?
π What tasks do I dislike or find challenging?
π Which activities could be delegated to someone else without sacrificing quality?
Some common tasks course creators outsource to VAs include data entry, technical support, and customer service.
You can find even more about these and other skills here!
Having a detailed list of tasks you want your VA to handle will help you find someone with the right skill set.
Determine your budget
Virtual assistants come with a wide range of experience levels and price points. Hourly rates can vary significantly based on factors like location, expertise, and the complexity of the work.
Decide how much you’re willing to spend and whether you prefer to hire on an hourly, project-based, or retainer basis.
Choose the right type of VA
As many types of course creators as there are out there, not all VAs are created equal - some specialize in certain industries or tasks, while others are more generalist.
As a course creator, look for a VA who has experience supporting online educators. Specialized VAs often understand platforms like Kajabi, Teachable, or Thinkific and are familiar with the unique needs of course-based businesses.
Write a clear job description
Let’s face it: your next favorite virtual assistant won’t have any chance of meeting you if they don’t even know you exist.
That’s just the nature of the game!
Writing a clear job description is your chance to attract the right candidates - and, perhaps more importantly, filter out the wrong ones. Fiverr, Upwork, and Freelancer are great places to easily post openings for project assistance and job descriptions to attract qualified, perfect-fit candidates.
π The key is to be specific about your needs, expectations, and goals!
This is one of those areas where it doesn’t pay off to skimp on the things that are really important to you or the business/project goals on your agenda. You should be as clear as possible so that interested VAs have the best understanding of what sort of project they’re signing up for - and if they’re up to the challenge!
Consider including the following details in your job description:
β‘ An overview of your business and what you do
β‘ The specific tasks the VA will handle
β‘ Required skills or experience (e.g., proficiency with Canva, WordPress, or email platforms like ConvertKit)
β‘ Expected hours and availability
β‘ Compensation and payment terms
β‘Your values and voice so you speak to the perfect fit for you and your business
Example:
“I’m looking for a VA with experience supporting course creators who loves to communicate with empathy and clarity. Tasks include responding to emails, setting up and scheduling email campaigns in Kajabi, managing social media accounts, and assisting with webinar tech support. The role will be approximately 10–15 hours per week to start. Experience with Kajabi and Canva is a must. Hourly rate: $25–$35/hour.”
Vet candidates carefully
Once you start receiving applications (and with a sweet job description, they’ll start pouring in!), take your time to vet candidates thoroughly.
Here are steps to ensure you hire the best fit:
- Review portfolios - look for relevant experience and examples of past work.
- Conduct interviews - schedule a video call to assess their communication skills and professionalism.
- Check references - if possible, reach out to past clients to learn about their experience. Keep an eye out for not-so-obvious red flags that are sure to give you headaches should you choose to work with the candidate, like the candidate not taking direction well or not communicating when problems arise with projects.
- Test their skills - assign a small paid project to see how they handle the work and how the two of you work together.
After finding a few candidates you’d be excited to work with, take a moment to celebrate this milestone - congratulations! π₯³
Schedule their interviews (Calendly or Google Calendar are great for this!) and get prepared for what you’ll say.
A few thoughtful interview questions (and their answers) might include:
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Interview questions: |
Potential thoughtful answers: |
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Have you worked with course creators before? If so, what tasks did you handle? |
“I have before! I’ve specifically supported them with tasks that streamline their operations and free up their time to focus on what they do best.” “I have not worked with course creators specifically before, but do understand the unique needs that they have in creating online education, being found by ideal students, and maintaining both the technical side of the business as well as the relational side.” |
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How do you prioritize and manage multiple deadlines? |
“I start by organizing all tasks in a project management tool like Trello, Asana, or ClickUp, which helps me visualize the deadlines and time investments at a glance. Then, I categorize tasks by urgency and importance and get started!” |
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Which platforms or tools are you most comfortable using? |
“I'm highly proficient in tools commonly used by course creators and digital businesses. Specifically Kajabi, Mailchimp, and Adobe Creative Suite. I’m also a quick learner when it comes to new tools or platforms, so I’m confident I can adapt to any systems your team uses.” |
Keep in mind: While technical skills are important, soft skills¹ can make or break a working relationship. The right VA should demonstrate skills in alignment with your business like:
π€³ Proactive communication
π« Problem-solving abilities
π§ Adaptability
π Attention to detail
Onboard like the BOSS you are
Once you’ve chosen your VA, establish a smooth onboarding process to set the tone for your collaboration and set clear expectations from the start.
- Provide training: Share SOPs (standard operating procedures), tutorials, or documentation for specific tasks.
- Define communication channels: Use tools like Slack, Trello, or Asana to stay organized.
- Set deadlines: Be clear about turnaround times for tasks.
- Establish feedback loops: Schedule regular check-ins to discuss progress and address concerns.
Evaluate ROI
Hiring a VA is an investment, and it’s essential to evaluate whether the partnership is delivering value.
Consider - are you spending less time on administrative or repetitive tasks? Are tasks being completed faster or more effectively? Are you seeing an increase in sales, engagement, or course enrollments?
Regularly review the impact your VA has on your business and adjust their role as needed.
Keep in mind it may take a month for your VA to learn and adjust to their new tasks.
Build a long-term relationship
Once you’ve found the right VA, nurture the relationship. Treat them as a valued partner in your business rather than just an outsourced worker. Remember, VA’s are business owners just like you. Offer constructive feedback, celebrate wins, and show appreciation for their contributions.
Remember, a VA isn’t just an extra set of hands - they’re a key part of your team, helping you achieve your business goals. Take the time to find the perfect fit, and you’ll wonder how you ever managed without them!
If you already have a VA and would like to help them strengthen their skillset to become an even better team member, check out my course Virtual Assistants for Course Creators! The course keeps them prepared for working as a powerhouse VA!
