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How to Hire a Remote Assistant and Boost Business Productivity Fast

  • Writer: DM Monticello
    DM Monticello
  • Jun 5
  • 7 min read


Why Remote Assistants Are in High Demand

Businesses of all sizes are turning to remote assistants to reduce costs, gain flexibility, and stay competitive. Whether you're a solopreneur, small business, or growing startup, hiring a remote assistant can help streamline operations and increase productivity.


The Global Shift to Remote Work

The COVID-19 pandemic proved that many jobs could be done from anywhere. As a result, businesses and professionals alike have embraced remote work. Today, virtual teams are the norm, not the exception. According to Statista, over 25% of the global workforce now operates remotely in some capacity.


Cost Savings and Operational Flexibility

Hiring a remote assistant lets you avoid office space expenses, commuting reimbursements, and other overhead costs. Many businesses also benefit from part-time or hourly support instead of full-time salaries.


Access to Specialized Talent

When geography isn't a constraint, your talent pool becomes global. This means you can find remote assistants with specific skills in customer service, bookkeeping, marketing, or executive support—often at a lower rate than local hires.


Top Benefits of Hiring a Remote Assistant

Reduced Overhead and Payroll Costs

You only pay for the hours or tasks completed, which cuts down on unnecessary labor costs. Plus, you avoid expenses like health insurance, equipment, or paid leave.


More Time to Focus on High-Impact Tasks

As a business owner or manager, your time is better spent on growth, strategy, and decision-making. A remote assistant takes care of time-consuming admin tasks so you can focus on what truly matters.


24/7 Productivity Through Global Hires

Hiring in different time zones can create a “follow-the-sun” model. Tasks get completed overnight, customer queries are handled faster, and your business keeps moving even while you sleep.


Scalability for Growing Businesses

Need more help during a busy season? A remote assistant is easy to scale up or down without long-term contracts. It’s the perfect solution for businesses experiencing fast growth or seasonal fluctuations.


What Can a Remote Assistant Do?

Remote assistants are versatile professionals who adapt to a variety of roles. Here are some of the most common tasks they handle:

Administrative Support

  • Calendar management

  • Inbox filtering

  • Travel booking

  • File organization


Customer Service and Scheduling

They can manage CRM systems, respond to inquiries, and book client appointments.


Social Media and Digital Marketing

Skilled remote assistants can plan content calendars, schedule posts, respond to followers, and even run basic ad campaigns.

See how marketing outsourcing can boost your ROI.


Data Entry and Bookkeeping

Many VAs are proficient in tools like QuickBooks, Xero, or Google Sheets to help with finances and admin reporting.


Lead Generation and Sales Support

They can manage email outreach, organize contact lists, and qualify leads for your sales team.


How to Hire a Remote Assistant, Tools to Use, and Why OpsArmy Is the Right Choice


How to Hire a Remote Assistant Step by Step

Bringing the right remote assistant onto your team requires a clear, organized approach. Here’s a step-by-step guide to help you do it effectively:


Step 1: Identify Your Specific Needs and Budget

Before hiring, define what tasks you need help with, how many hours you expect per week, and what your budget is. This helps narrow your search and sets clear expectations from the start.

Use this checklist from our article on how to hire top virtual assistants to guide your prep.


Step 2: Decide Between Freelance vs. Agency

You can:

  • Hire a freelancer through platforms like Upwork or Fiverr (but vet thoroughly), or

  • Partner with a trusted agency like OpsArmy that pre-screens candidates, handles onboarding, and offers ongoing support.


Step 3: Screen and Interview Candidates

Ask specific questions about their past experience, tools they use, availability, and communication style. Test their ability with a trial task if possible.


Step 4: Set Expectations, Tools, and KPIs

Once hired, clearly outline:

  • Weekly hours and availability

  • Communication methods (Slack, Zoom, etc.)

  • Project tracking tools (Asana, Trello, ClickUp)

  • Key performance indicators (KPIs) for success

Explore our guide to managing virtual assistants to improve onboarding and collaboration.


Key Tools to Work Seamlessly with a Remote Assistant

Having the right software stack is crucial when managing someone remotely. Here’s what we recommend:


Project Management

  • Asana or Trello: For tracking tasks and deadlines

  • ClickUp: Great for automation and goal setting


Communication Platforms

  • Slack: For quick updates and team collaboration

  • Zoom or Google Meet: For video meetings


Time Tracking and Accountability Tools

  • Toggl or Time Doctor: Monitor work hours and task durations

  • Loom: Record instructions or walk-throughs visually

This tech stack helps ensure transparency, productivity, and real-time communication no matter where your assistant is located.


Common Challenges (and How to Overcome Them)

Communication Barriers

To prevent misunderstandings:

  • Use clear written instructions

  • Set up regular check-ins

  • Provide feedback early and often

Pro tip: Hire bilingual assistants if needed—especially for U.S./LatAm collaboration.


Time Zone Coordination

Use a shared calendar with time zone conversion (like Google Calendar). Hire assistants from regions with overlapping business hours when possible.


Training and Onboarding

Always offer proper onboarding. Provide SOPs, process docs, and tools access from day one. Record tutorial videos via Loom to save time.


How to Retain and Grow With Your Remote Assistant

Hiring the right assistant is only half the equation—retaining and growing with them is what creates long-term business success. Let’s explore how to build a lasting, high-performance relationship.


Offer Consistent Feedback and Recognition

Remote assistants thrive on clarity and communication. Provide:

  • Weekly check-ins or performance reviews

  • Constructive feedback tied to goals

  • Recognition for well-executed tasks

Use our interview questions for personal assistants as a foundation for regular check-ins.


Give Career Growth Opportunities

Top-performing assistants want to grow their skills. Consider offering:

  • Upskilling programs (courses on SEO, CRM platforms, etc.)

  • New responsibilities (project management, analytics, team training)

  • Incentives tied to performance (bonuses or raises)

We cover this more in our article on how to build a strong workforce.


Foster a Culture of Ownership

Give your remote assistant the autonomy to solve problems, suggest improvements, and own specific outcomes. When they feel trusted, performance soars.

Dive deeper into how to build company culture across remote teams.


Implement Retention Tactics

  • Celebrate milestones (work anniversaries, birthdays)

  • Create a communication rhythm (e.g., Monday syncs, Friday wins)

  • Solicit feedback from your assistant about your leadership

All of this builds loyalty and reduces turnover—a critical benefit for growing businesses.


Comparing Remote Assistants to In-House Employees

Wondering whether a remote assistant or full-time in-office employee makes more sense? Here’s a side-by-side breakdown:

Feature

Remote Assistant

In-House Employee

Cost

Pay-as-you-go or part-time

Full salary + benefits

Onboarding Time

1–2 days with SOPs and task tools

2–4 weeks average

Flexibility

Easily scale hours up or down

Limited without contract changes

Office Space Required

None

Yes

Access to Global Talent

Yes — Hire from anywhere

Local-only

Overhead & Compliance

Lower (especially through OpsArmy)

Higher (payroll, insurance, taxes)

While both have their place, remote assistants offer unmatched value for businesses seeking to stay lean and agile. Read our full guide on why hiring a virtual assistant is smart.


Use Cases from Different Industries

Here’s how businesses across multiple sectors successfully use remote assistants:

Real Estate

  • Lead follow-ups via CRM

  • Appointment scheduling

  • Property listing management

Our guide to how to hire virtual assistants includes tips specific to real estate pros.


E-Commerce

  • Order processing

  • Customer support

  • Managing Shopify listings and inventory

E-commerce companies benefit from boosting ROI with marketing outsourcing.


SaaS and Tech Startups

  • Social media marketing

  • Basic SEO support

  • Customer success emails

SaaS firms often use OpsArmy to scale their teams quickly.


Finance and Accounting

  • Bookkeeping

  • Invoice management

  • Data entry into QuickBooks or Xero


Healthcare

  • Patient scheduling

  • Insurance claims follow-up

  • EMR data entry (when HIPAA-compliant)


Key Indicators You’re Ready to Hire a Remote Assistant

Still unsure if it’s time? Here are some clear signs:

  • You’re spending hours on low-value tasks (scheduling, emails, data entry)

  • Customer messages are going unanswered

  • Your growth initiatives are on hold due to bandwidth

  • You’ve missed opportunities because of time management

If these sound familiar, check out our full post on when and why to hire a remote assistant.


How Remote Assistants Help You Reclaim Your Time

Time is your most valuable resource. Remote assistants help you take it back.

Instead of juggling low-impact admin work, you can focus on strategic tasks—like growing revenue, closing sales, or launching new products. For solo founders and small teams especially, a remote assistant acts as a force multiplier, freeing up 10–20 hours a week.

That time adds up to more deals closed, more customers served, and a healthier work-life balance.

Want a time audit? Read our article on how to maximize your team’s productivity.


Why OpsArmy Is the Best Way to Hire a Remote Assistant

When it comes to finding reliable, professional virtual assistants, OpsArmy stands out. Here’s why:

  • Pre-Vetted Talent: We rigorously screen candidates so you get only the most qualified VAs. 

  • Customized Matching: We match assistants to your industry, time zone, and specific task needs. 

  • Transparent Pricing: Affordable rates with no hidden fees. 

  • Ongoing Support: We help you manage and retain talent with performance reviews, replacements, and onboarding help.

OpsArmy has already helped hundreds of businesses scale faster and operate leaner—read our case study on a 50% revenue boost.

👉 Visit operationsarmy.com to start hiring smarter today.


About OpsArmy

OpsArmy is a global hiring platform that helps companies find top-tier virtual assistants, remote staff, and operational support across multiple industries. From startups to scaling enterprises, we make remote hiring seamless and affordable.

Explore all our solutions at https://www.operationsarmy.com


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