VA Hiring & Delegation SOP Kit

HIRE YOUR FIRST VA IN 30 DAYS:

STEP 1: FIGURE OUT WHAT TO OFFLOAD (Week 1)
Track your time for 3 days. Write down every task.
Ask: 'Which 5 tasks take time and don't require my judgment?'
Good candidates: Email sorting, scheduling, invoice tracking, research, data entry
Bad candidates: Client decisions, strategic planning, anything needing your voice

Example: You spend 6 hours/week on:
- Email triage (2 hours)
- Calendar management (1 hour)
- Invoicing + expense tracking (1.5 hours)
- Research for projects (1.5 hours)
Total: 6 hours/week = one VA could 70% cover this

STEP 2: WRITE THE JOB DESCRIPTION (Week 1)
Post Title: "Executive Assistant (Part-Time, Remote)"
Dutail Responsibilities:
- Triage and respond to routine emails
- Manage and schedule calendar for client meetings
- Track invoices, expenses, send reminders
- Research potential vendors or tools (brief summaries)
- Maintain task list and follow-up system

Required Skills:
- Attention to detail (no mistakes on calendar/email)
- Proactive (flag issues before they're problems)
- Independent (ask questions but solve first)
- Experience with Asana/Notion/Airtable
- Clear written communication (emails sound professional)

Schedule: 15 hours/week (Mon-Fri, flexible hours)
Rate: 18-22/hour (adjust by region, experience)
Location: Any timezone, but overlap needed during 9am-12pm EST

STEP 3: SCREENING QUESTIONS (Week 2)
Post on Upwork, LinkedIn, or email directly
Ask ALL applicants:
1. Tell me about a time you caught an error before it became a problem. What did you do?
2. You receive 20 emails for your manager. 5 need immediate response, 10 can wait, 5 can be deleted. How would you sort them?
3. How do you stay organized when juggling multiple priorities?
4. What tools have you used for project management? (Looking for: Asana, Notion, Monday, Airtable familiarity)
5. What's your biggest strength in an admin role? (Red flag if they say 'I like organizing' — need 'I catch details')

REDFLAGS:
- Typos in application (you're hiring for detail work)
- Vague answers ("I work hard")
- No examples of past work or references

ITERVIEW TOP 3 (Week 2):
30-min call. Ask:
- Walk me through how you'd handle my email inbox (describe your real inbox scenario)
- Tell me about the most complex project you've coordinated
- How do you handle corrections? (Defensive = bad hire)
- What's one thing you'd implement immediately to stay organized?
Listen for: Asks clarifying questions, has systems, stays calm

STEP 4: ONBOARDING & TRAINING (Week 3-4)
Hire the person you pick (offer email + contract)
Give them: Access to email, calendar, task system, 2-3 sample SOPs

TRAINING PHASE 1 (Week 1 with VA):
Spend 2 hours on a call together
- Show them your email system (what gets replied, what gets filed, what gets deleted)
- Show them your calendar rules (which meetings to accept, which to ask about)
- Show them your task list (how to add, how to prioritize)
- Show them the invoice tracking process
Then: Let them shadow for 3 days (watch you do the work)

TRAINING PHASE 2 (Week 2 with VA):
You do it with them watching (reverse shadow)
Correct as you go
Ask: 'Does this make sense? What questions do you have?'

TRAINING PHASE 3 (Week 3+):
They do it, you review
Focus on: Speed first, perfection second
Correct errors but don't re-do work for them

OPEN SOPs TO CREATE:

SOP #1: Email Triage
- Forward-slash templates for common replies
- Folders: Action, Read Later, Archive, Delete
- Rule: 'If I haven't replied in 24 hours, reach out to me in Slack'

SOP #2: Calendar Management
- Never accept confidential meetings without asking
- Schedule internal sync meetings in 30-min slots only
- Flag any back-to-back slots longer than 2 hours
- Always propose 3 time options to external contacts

SOP #3: Invoice & Expense Tracking
- Log every invoice the day it arrives
- Flag overdue invoices (send one reminder after 30 days)
- Weekly summary: Total invoiced, total paid, total outstanding
- Template: Google Sheets with columns: Date | Vendor | Amount | Status

TYPICAL OUTCOMES:
After 30 days: VA handles 80% of triage, email, calendar
After 60 days: VA is independent on routine tasks, escalates edge cases
Time freed up for you: 5-6 hours/week

COMMON PITFALL: Over-training at first. Expect slow starts. Speed picks up in week 4. Don't hire someone perfect on day 1; hire someone coachable.