Business owners and executives are increasingly delegating routine tasks to Virtual Personal Assistants (VPAs) to focus on growth and strategic work. A VPA is a remote assistant who handles both professional and personal tasks for one executive.
In other words, “A virtual personal assistant (VPA) is a type of Virtual Assistant that caters to an individual’s professional and personal requirements”. VPAs typically work from home, have strong organisation and communication skills, and use online tools to manage tasks.
What Does a Virtual Personal Assistant Do?
VPAs can handle a wide range of tasks. Common duties include administrative support (managing emails, calendars, travel bookings, and document preparation) and personal errands (personal shopping, appointment scheduling, and reminders). They often handle specialised tasks, such as social media management, content creation, bookkeeping, and event planning.
For example, a busy entrepreneur might have a VPA filter and respond to routine emails, keep their diary up to date, conduct research, prepare reports, and even book flights and hotels. Other tasks can include social media scheduling, posting blog content, or handling customer inquiries.
Importantly, many VPA arrive with strong skills already in hand. In fact, one recent survey found 41% of virtual assistants already had the needed skills before entering the role, and another 28% gained them through formal training. This means that a well-screened VPA can be immediately productive.
By offloading tasks like inbox triage, travel planning, social media posts, and data entry, VPAs give busy managers back hours each week. Companies report significant efficiency gains: for instance, 43% of managers say using a VPA saves them 10+ hours per week.
Benefits of Hiring a Virtual Personal Assistant
Hiring a VPA offers several clear advantages:
- Time Savings & Productivity: Delegating routine work frees executives to focus on high-priority activities. In surveys, businesses using VAs report an average 28% boost in team productivity, and many owners free up over 10 working hours per week thanks to their assistants.
- Cost Efficiency: VPA works remotely, so companies save on office space, benefits and other overhead. According to industry data, firms save an average of 52% on costs by using a VA instead of a full-time employee. In fact, 71% of startups say VAs are a “critical cost-saving measure” as they grow. You typically pay a fixed hourly or monthly rate only for the hours worked, with no payroll taxes or paid leave.
- Flexibility & Scalability: You can hire a VPA part-time or full-time, scaling hours up or down as your workload changes. Many VAs work in different time zones, so you can even have round-the-clock support. One outsourcing hub notes that the time-zone difference with The Philippines lets UK businesses “get tasks done while you sleep”.
- Expert Skills & Fresh Perspective: VPA often specialises in certain areas (e.g., digital marketing, project management, or customer service), so you can tap into expertise without long contracts.
By hiring internationally, you also gain access to a diverse talent pool: the Philippines alone had over 1.3 million active VAs in 2025, making it the world’s largest VA workforce.
Overall, businesses gain an affordable expert assistant who can improve work-life balance and help the company grow. As a virtual assistant firm notes, VAs provide “significant financial advantages” by ensuring essential tasks are handled efficiently.
Where to Find a Virtual Personal Assistant?
You have two main paths: hiring through freelance marketplaces or using a specialist agency/placement service.
Freelance Platforms
Websites like Upwork, PeoplePerHour, and Fiverr connect you directly with thousands of virtual assistants worldwide. You can post a job specifying the skills you need, review applicants’ profiles and ratings, and select candidates for an interview. For example, Upwork lists thousands of VA job posts you can browse. These platforms allow flexible hiring (hourly or project-based) and are a quick way to find part-time help. However, you’ll need to handle the screening, testing, and management yourself.
Virtual Assistant Companies / Agencies
Many virtual assistant companies recruit and even manage VAs on your behalf. These virtual personal assistant companies vet candidates, run background checks, and match you with a VA who fits your needs. For UK clients, agencies like Teambuild Consultancy focus on pairing local businesses with skilled VAs (often from the Philippines or Europe).
Working with an agency is usually faster: for example, Teambuild starts part-time support at £500/month and full-time at around £900. This is much less than UK staffing costs. These agencies often provide an account manager to ensure a good fit and handle payroll.
Whichever route you choose, the Philippines is a top outsourcing destination. Filipino VAs are celebrated for their strong English skills, customer focus and flexible hours. Outsourcing guides note that UK firms tap into the Philippines’ “large pool of highly-skilled… workers” for admin, marketing and support tasks. In practice, many UK entrepreneurs hire Filipino VAs and report great results due to the cultural affinity and work ethic.
How to Hire a Virtual Personal Assistant: Step by Step
Hiring a VPA isn’t much different from hiring an in-house assistant; it just happens online. A thorough process helps ensure a good match. Here are the typical steps:
- Define Your Needs: Start by listing exactly what tasks you want to delegate. Be as specific as possible about skills, experience, and weekly hours needed. (Agencies often ask you to complete a brief describing your objectives.) Think about personality traits, reliability, and any software knowledge required.
- Write a Clear Job Description: Whether on an agency form or a job post, describe the role in detail. Include day-to-day duties, required skills (e.g. “must know Excel” or “fluent in English”), work hours, and any training you’ll provide. A good description attracts the right candidates; a poor one means sifting through irrelevant applicants.
- Advertise & Screen Applicants: Post your opening on your chosen platform(s) or let the agency handle it. As time goes on, etc., advise your advert should “explain a lot about the role” to attract suited VAs. Then, screen resumes carefully against your checklist of traits and skills. Many VAs will apply, so filter out those who don’t meet key requirements. If hiring directly, you may conduct skills tests or ask candidates to complete a short task or quiz as part of screening.
- Interview Shortlisted Candidates: Speak with your top candidates via video call. This is essential for a remote hire, as it lets you assess personality and communication style. Prepare questions to clarify their experience and check that they truly fit your needs. Also, allow the candidate to ask questions – a strong candidate will be curious about your business.
- Trust your instincts: if someone seems a poor fit on the call, it’s better to move on.
- Trial Period (optional): Before fully committing, consider a short paid trial project (e.g. a week or a few small tasks). This lets you see how the VA works in practice and identify any issues. Many clients find trial tasks very illuminating – they clarify expectations and prevent bigger mistakes later.
- Verification (for direct hires): If you’re not going through a managed service, verify credentials. Check references or previous work, and
- confirm identity (e.g. photo ID) – especially if they’ll handle sensitive info. A little diligence here can avoid scams or mismatches.
- Onboarding & Handover: Once hired, provide a structured onboarding process. Share key documents, login details, and processes. Outline your expectations: preferred communication channels, work hours, and deadlines. A “VA handbook” or standard operating procedures (SOPs) can be very helpful. Start by assigning a few simple tasks with clear instructions, then gradually increase responsibility.
- Regular Check-ins & Feedback: Establish a routine for communication. Schedule weekly (or at least bi-weekly) check-in calls to review progress and address questions. Use project management and communication tools (Slack, Asana, and Trello are popular choices) to share tasks, files, and updates. Encourage open dialogue so the assistant feels part of the team.
Throughout, build trust by being responsive and supportive. Many successful employers treat their VA like a valued team member – celebrate successes, offer constructive feedback, and be patient with the learning curve. Teambuild Consultancy recommends clear expectations from day one: “List out specific tasks, responsibilities, and deadlines so your VA knows exactly what’s needed”. Over time, a strong VA can become a long-term partner, freeing you up to focus on growing your business.
Costs: UK vs. Philippines
One of the biggest draws of VPAs is cost-effectiveness. UK-based assistants typically charge much higher rates than those abroad. For example, a UK admin assistant might charge £10–£15 per hour for entry-level tasks and £25–£50 or more for specialist work.
In contrast, experienced Filipino VAs often charge roughly £3–£5 per hour. To put it another way, a full-time Filipino VA’s salary can be equivalent to what you’d pay for just a few weeks of UK assistant time.
Even using an agency, the savings are clear. For instance, Teambuild Consultancy advertises full-time Filipino VA support around £800–£900 per month (including admin fees), whereas a UK-based full-time assistant would easily cost £2,000+ with employer taxes.
Final Words
The key is to define your needs clearly, screen carefully, and set up strong communication from the start. When done right, the partnership with a VA can transform your work life. UK entrepreneurs are increasingly realising that by delegating tasks to a skilled virtual assistant, they’re not just outsourcing work; they’re gaining a trusted team member who helps their business thrive.
