Where to Find a Great VA (Without Getting Ghosted)
- Cheri Tracy
- Apr 1
- 6 min read
The Best Places to Look + What to Say When You’re Ready to Hire Help
So, you’ve decided to stop playing business octopus and start building your dream team—love that for you. You're officially ready to hire a Virtual Assistant (VA).
Now comes the million-dollar question: Where the heck do you find a unicorn VA who’s reliable, talented, and won’t disappear mid-project?
I’ve been there. I’ve hired VAs who were game-changers… and a few that ghosted harder than a bad Hinge date. This post is here to save you time, sanity, and a few hundred bucks in trial-and-error.
1. Start With Referrals from Biz Besties
✨ This is hands-down my favorite way to find a VA.Why? Because you’re getting a real recommendation from someone who’s already seen them in action.
Here’s how to ask: Pop into your favorite business Facebook group or mastermind and say:
“Looking for a VA to help with [specific task]. Bonus points if they have experience with handmade/ecommerce/small batch businesses. Who do you love?”
💡Pro Tip: Be specific. You’re not just looking for “a VA”—you’re looking for someone to help with Shopify uploads, Etsy listings, customer service, Pinterest pins, whatever. When you’re clear, people can match you with the right fit faster.
2. Browse Freelance Platforms (Smartly)
If you’re starting from scratch or want lots of applicants fast, try these:
Upwork
Pros: Lots of options, built-in contracts, time tracking, and dispute resolution if things go sideways. Cons: Some applicants will apply to everything (even if they’re not qualified), so be prepared to sift.
My Experience: I’ve hired dozens of freelancers from Upwork—everything from graphic designers and product photographers to VAs and Google Ads specialists. The key is writing a crystal-clear job post and filtering out lazy applications. Some of my longest-working team members started here (hi, Behave!). It can take a few tries to find the right fit, but when you do, it’s gold.
Pro Tip: Always pay for a small test project first before committing to long-term work. It saves everyone time and lets you see how they actually perform.
Website: Upwork
Pros: Great for finding part-time support at affordable rates (4-6 an hour), especially for ongoing admin or customer service tasks. Cons: You’ll need to manage your own payment system. My Experience: You get what you pay for. If you’re looking for someone to do simple, repetitive tasks—like renaming images for SEO, uploading products to Shopify or Etsy, tagging wholesale leads, or organizing inboxes—OnlineJobs.ph is a solid option. I've hired VAs here for $4–$6/hour who were incredibly efficient at the right tasks. But if you're expecting someone to lead strategy, deal with customer service or make judgment calls? It might not be the best fit.
Pro Tip: Create very clear Loom videos or SOPs. And always test with a small paid project before committing to ongoing work.
Website: Upwork
Fiverr
Pros: Perfect for one-off or specialized projects (like designing a line sheet or creating a killer Canva template). Cons: Not ideal for ongoing VA work—think task-based, not team-based. Website: Upwork
Facebook Groups
Search terms like "Virtual Assistant for creatives,” “Ecommerce VAs,” or “Handmade Seller Support.” There are entire groups of trained VAs looking for exactly the type of biz you run.
3. Try VA Agencies or Matchmakers
If you’re short on time or want a done-for-you solution, try a VA agency. They’ll match you with someone based on your biz needs, and you often get backup support if someone’s sick or ghosty.
Examples:
HelloSavvy (from the creators of Hello Seven)
The Virtual Savvy Directory
Belay
If you’re short on time and want someone to handle the heavy lifting of hiring, VA agencies can look like a dream. And they can be… but it depends on where you’re at in your business. This route tends to be pricier, but the VAs are often vetted and trained, which saves time long-term.
My Experience: If you’ve already hired a few independent VAs, built systems that work, and know exactly what kind of support you need—that’s the sweet spot for working with an agency.
I currently use an agency for a full-time, 40-hour/week VA—and honestly, I love it. If you want my personal contact, feel free to send me an email.
Here’s what makes it work:
✔️ They specialize in product-based ecommerce
✔️ There’s built-in accountability and support
✔️ We meet quarterly with the VA, manager + agency team to set goals
✔️ If my VA is out sick or on vacation, someone else steps in temporarily
✔️ If the match isn’t right, they’ll replace the VA without me having to repost, interview, or stress
They do all the vetting, the onboarding, and make sure it’s a fit.
But here’s the downside:
It’s more expensive—starting at $1,500/month
There’s an onboarding fee
There’s a 6-month commitment, which might feel like a leap if you’re just testing the waters
Bottom line: If you're early in your VA journey, start with a few hours/week from a freelance or referral-based VA. But if you’re scaling, ready for full-time help, and want structure + support baked in, a good agency can be a game-changer.
Just make sure they’re clear, specialized, and not passing your work down a mystery ladder.
4. Craft a Job Post That Actually Attracts the Right People
Here’s where most people mess it up. They post a vague listing like:
“Looking for a VA to help with my business. Must be reliable and detail-oriented.”
That’s not a job post. That’s a wish on a shooting star.
Instead, try this:
Simple, Effective Job Post Template
I’m a [describe your business briefly] looking for a VA who can help with [tasks, eg. customer service, Etsy listings, email cleanup]. Must love details, systems, and helping a small biz grow! Bonus if you’re familiar with [Shopify, Trello, Etsy, Canva—whatever tools you use]. Start: [date]Commitment: [weekly hours or project-based] TO APPLY: Send me 3 bullet points on why you’re a great fit. Share your experience with [tool or task]. Include a 🐝 emoji in your response so I know you read this.
Why it works:
You set expectations
You filter out lazy applicants
You inject personality so the right people self-select
5. Red Flags to Watch Out For
Even with great platforms and referrals, you still need to trust your gut. Here are a few signs someone might not be your dream VA:
🚩 Vague answers during the interview
🚩 Takes 3+ days to reply to emails (before you’ve even hired them!)
🚩 Can’t provide examples or references
🚩 Tries to change the scope or rate last-minute
🚩 Doesn’t ask you any questions
6. Be Cautious with VA Agencies or “Matchmaker” Services
If you’re short on time or want someone to just find a VA for you, agencies can seem like a dream. They often promise pre-vetted, highly skilled assistants and quick turnaround.
But here’s the real tea…
My Experience: In many cases, you're not hiring a person, you're hiring an agency account—and you may have no idea who's actually doing the work. You’ll get someone different each time, or the person you think you hired ends up delegating tasks to their own sub-VA (without telling you). Ask me how I know.
Even worse? You could end up paying $15–$20/hour for someone earning $5/hour while the agency pockets the rest. Not only is that shady—it’s often a recipe for poor quality, zero accountability, and high turnover.
✨ Pro Tip: For anyone you're considering to hire, ask the following:
Will I be working with the same person every time?
Can I speak directly with the VA before we begin?
How is feedback and quality managed?
If they can’t give you straight answers, run—don't walk.
Real-World Example from My Biz
When I hired a VA to help organize my wholesale leads, I didn’t start with “I need a VA.” I started with:“I need someone who can sort, tag, and track leads in a spreadsheet so I can follow up faster.”
Once I clarified the outcome, finding the right person was so much easier.
Now? That VA is still with me years later and has helped streamline dozens of back-end systems. Total game-changer.
TL;DR — Your Biz Bestie Summary
✅ Ask for referrals in the right circles
✅ Use platforms like Upwork, OnlineJobs.ph, or VA directories
✅ Craft a clear, personality-packed job post
✅ Vet your applicants carefully—don’t rush it
✅ Hiring the right VA can help you reclaim your time, grow your revenue, and feel like a CEO again
Next Up in the Series:What to Ask in the Interview (And What to Listen For) The exact questions I use—and the red flags I’ve learned the hard way.
Want My VA Agency Contact Info?
If you’re scaling and looking for full-time, product-based ecommerce support, I highly recommend the agency I use.
They’ve helped me streamline operations, stay accountable to goals, and back me up when my VA is unavailable—worth every penny.
👉 Fill out this quick form, and I’ll personally send you their contact info + a few tips to make onboarding smooth.
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