Hiring a virtual assistant is one of the smartest moves a business owner or founder can make. By delegating administrative tasks, scheduling, inbox management, research, or even customer support, you free up valuable time to focus on strategy and growth.
But here’s the catch: while technical know-how and familiarity with tools are important, they’re not what truly define a great virtual assistant.
The difference between a VA who simply “does the job” and one who becomes a long-term partner lies in soft skills. These are the human qualities, like communication, adaptability, and reliability, that ensure your assistant understands your needs, anticipates challenges, and seamlessly integrates into your workflow.
In remote work, where most collaboration happens through emails, chat platforms, or video calls, soft skills aren’t optional; they’re essential. Without them, even the most technically skilled VA can fall short, leading to miscommunication, delays, or missed opportunities. With them, your VA becomes a trusted extension of your team.
In this article, we’ll explore the 10 most important soft skills to look for when hiring a virtual assistant. These traits will not only help you identify top talent but also set the foundation for a smooth, productive, and reliable working relationship.
Why Soft Skills Matter in Virtual Assistants
When you think about hiring a virtual assistant, it’s easy to focus on technical skills: mastering project management tools, handling spreadsheets, or managing CRMs. While those are valuable, they’re also teachable. What really makes a VA stand out, and ultimately determines whether the collaboration succeeds or fails, are soft skills.
Soft skills are the traits that define how a person works rather than what they know. A VA with excellent communication skills, for example, will keep you informed without constant follow-up.
One with strong adaptability can jump between projects without slowing down. And one who demonstrates emotional intelligence can navigate cultural nuances and build trust with clients and colleagues.
In remote settings, these qualities are magnified. You don’t have the luxury of reading body language in person or casually checking in at a desk. Instead, you rely on responsiveness, clarity, and initiative. That’s why the right blend of soft skills is just as critical, if not more, than technical know-how.
Soft Skills to Look for in a Virtual Assistant
1. Communication
Clear communication is the foundation of a successful working relationship. A VA must be able to give concise updates, ask clarifying questions, and keep you informed without you having to chase them.
For example, a VA who confirms meeting details ahead of time avoids costly misunderstandings.
2. Adaptability
Projects and priorities shift, especially in fast-moving businesses. A great VA can adapt to new tools, workflows, or last-minute changes without losing momentum.
Imagine assigning a new task management platform; an adaptable VA will learn it quickly instead of resisting change.
3. Time Management
Deadlines are non-negotiable. A VA with strong time management knows how to prioritize tasks, organize their schedule, and deliver results without needing constant reminders. This prevents bottlenecks and ensures work moves forward smoothly.
4. Problem-Solving
The best VAs don’t just wait for instructions; they find solutions. Whether it’s troubleshooting a scheduling conflict or figuring out how to automate a repetitive task, problem-solving skills help your assistant remove roadblocks rather than create them.
5. Attention to Detail
A missed digit in a report or a typo in an email can undermine credibility. Attention to detail ensures tasks are completed accurately, saving you from fixing small mistakes that add up over time.
6. Proactivity
You don’t want a VA who simply reacts; you want one who anticipates. A proactive VA might notice that your calendar is overloaded and suggest adjustments before you burn out. This skill transforms them from a task-doer into a true partner.
7. Emotional Intelligence
Remote communication can be tricky; tone is easy to misinterpret. A VA with high emotional intelligence is empathetic, considerate, and aware of how messages might be received. They can handle sensitive client interactions with professionalism and tact.
8. Professionalism & Reliability
Consistency builds trust. A VA who shows up on time, responds promptly, and maintains professionalism in every interaction gives you peace of mind that tasks are in good hands. Reliability is what turns a short-term hire into a long-term asset.
9. Critical Thinking
Beyond following instructions, a strong VA evaluates situations and makes sound decisions. If a client requests something unrealistic, a VA with critical thinking skills won’t just pass the issue along; they’ll offer alternatives and solutions.
10. Collaboration
Even if your VA works independently, they’re part of a larger team. Collaboration skills ensure they can coordinate with you, your employees, or even external partners without friction. A collaborative VA makes integration seamless, rather than creating silos.
Together, these 10 soft skills ensure your virtual assistant is more than just support; they become a trusted partner who helps you run your business more efficiently.
How to Identify These Soft Skills in an Interview
Spotting soft skills can be trickier than checking technical abilities. A VA might list “communication” or “time management” on their résumé, but the interview is where you can really evaluate whether they have what it takes. Here are some ways to do it effectively:
Ask behavioral questions
Behavioral questions reveal how a VA has handled situations in the past. For example:
- “Can you tell me about a time when you had to manage multiple urgent tasks at once?”
- “What’s an example of a problem you solved without being asked?”
These answers give you a window into their adaptability, problem-solving, and initiative.
Use situational role-plays
Give your candidate a real-life scenario. For instance, ask how they would handle double-booked meetings or an upset client email. Their response will show communication style, emotional intelligence, and professionalism.
Look at their communication during the process
How quickly and clearly they reply to your emails or messages before the interview is already a clue. Are they punctual for the call? Do they follow instructions when scheduling it? Small details often reveal big things about reliability and attention to detail.
Assign a small test task
A short project, like drafting an email, organizing a sample schedule, or researching information, can demonstrate time management, attention to detail, and proactivity.
Check references carefully
References from past employers or clients are invaluable. Ask specific questions about reliability, communication, and collaboration to validate the candidate’s soft skills.
Red Flags to Watch Out For
Just as important as knowing what to look for is knowing what to avoid. Some candidates may have impressive résumés or technical expertise but show warning signs that their soft skills aren’t up to par. Keep an eye out for these red flags during the hiring process:
Vague or unclear communication
If a candidate takes too long to respond, gives incomplete answers, or seems evasive, that’s a sign that communication may be a struggle. Miscommunication in remote work can quickly lead to costly mistakes.
Missed deadlines during the process
If they can’t turn in a simple test task or arrive on time for the interview, don’t expect them to be more reliable once hired. Consistency matters from day one.
Lack of initiative
A VA who only answers what’s asked and never goes the extra step might lack proactivity. Watch for whether they ask clarifying questions or suggest improvements without being prompted.
Defensive responses to feedback
An unwillingness to accept constructive criticism can be a major roadblock. A good VA should be open to learning, not quick to argue or shut down when given suggestions.
Overpromising without proof
Be cautious if a candidate guarantees they can “do everything” but struggles to give concrete examples. Confidence is good, but without evidence, it can signal exaggeration.
Poor attention to detail
If their résumé has obvious typos or they don’t follow instructions on how to apply, that’s a preview of the kind of mistakes you’ll face in daily work.
Spotting these red flags early will save you time, energy, and frustration. It’s better to pause the process than to hire the wrong assistant who could create more work than they solve.
The Takeaway
When it comes to hiring a virtual assistant, hard skills will only take you so far. The real differentiator lies in soft skills, the qualities that determine how well a VA communicates, manages their workload, adapts to changes, and collaborates with your team.
By paying attention to communication, adaptability, reliability, and emotional intelligence (to name just a few), you ensure that your virtual assistant is someone you can count on for the long haul. Remember, the right VA doesn’t just save you time; they elevate how your business runs.
If you’re ready to find a virtual assistant who combines technical expertise with outstanding soft skills, South can help. We connect U.S. companies with pre-vetted talent from Latin America, ensuring you meet candidates who are not only qualified but also aligned with your business culture.
Book a free call today and build the kind of VA partnership that drives long-term success!
