Six Ways To Find And Hire The Best Virtual Assistant For Your Marketing Agency

Marketing is a breakneck game where every moment counts. Juggling different clients with their needs can be overwhelming. Plus, you must stay ahead of the curve on platforms like Google. You’ll find yourself at a crossroads with fewer hours to complete all your tasks. This is a common challenge for many agency owners. The most crucial thing is to calm down and use your time and resources. Making a strategic choice when hiring a virtual assistant can help you lighten the load.

Virtual assistants (VAs) for agencies are the ultimate kickstarters for your business. These experts can take on tasks you don’t have time for or aren’t your forte.

This blog will highlight tips and tricks for finding the best virtual assistants. But first, who are these virtual assistants?

Who are Virtual Assistants for Marketing Agency?

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Virtual assistants are remote professionals who render administrative, creative, and technical support services. VAs for marketing also help improve agency performance. Additionally, they streamline operations and decrease the time spent on everything (core business). 

VAs have a wealth of experience. They are often successful in various marketing areas and can leverage multiple tools.

These AI Marketing Tools serve as the anchor for your brand’s voyage, securing a steady course amidst the changing tides of digital commerce.

Here’s a list of tasks they handle:

Managing emails: They manage client questions, booking appointments, and your inbox.

Data entry: VAs update, enter, and maintain databases to ensure accuracy.

Document preparation: They type, format, edit, and revise all your documents.

Client communication: These experts keep the clients informed. They also create an open line of communication.

Social media management: VAs schedule posts, reply to comments and communicate with followers helping you in social media automation.

Content creation: They work on blog posts, articles, and social media content helping you develop a character for your brand.

SEO optimization: They specialize in keyword research. VAs can optimize website content using SEO strategies to increase search engine rankings.

Email marketing: They prepare email campaigns with all subscriber lists. They also track email metrics to increase customer engagement and conversion.

Analytics tracking: These assistants track and analyze website traffic. They assess social media engagement rate and other metrics to ensure marketing performance.

Graphic design: Some VAs can create images and graphics for marketing campaigns, including posters, business event invitations, social media graphics, etc.

Video editing: Virtual assistants create videos for Facebook, websites, and other marketing channels.

CRM management: These professionals maintain CRM Systems, track contacts, update CRM after a sales call, and follow further leads

Market research: They research competitor trends, competitors, marketing strategies, and campaigns.

Qualities to look for in your Virtual Assistant

Here are some traits we have discovered in the top VAs for digital marketing to lighten your load:

• Look for social media management, content creation, email marketing, SEO, and advertising skills. These VAs will help you get more followers for your brand.
• Select professionals with experience in various social media platforms and email marketing software.
• Focus on clear and professional communication abilities, crucial for remote collaboration.
• Seek creative and innovative candidates, vital for developing effective marketing strategies.
• Choose individuals capable of managing time to meet deadlines.
• Opt for candidates with a keen eye for detail to ensure the accuracy of content creation.
• Select individuals who can learn new skills and adapt to evolving marketing trends.
• Request examples of past work or references to test experience and track record.
• Consider factors like timezone compatibility and language skills to ease seamless collaboration.
• Ensure the candidate is not listed on the OIG exclusion list, as this may pose compliance risks for your business.
• Focus on candidates showing professionalism, reliability, and a strong work ethic.

How do you hire a Virtual Assistant for your Marketing Agency?

Setting the Stage for Success

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Before hiring a virtual assistant, consider what you need. Consider the personality and traits that would mesh well with your team. 

What skills should they bring to the table? 

Are there specific software or tools they should be familiar with? 

At last, what tasks will they be handling? 

If you’re working with niche clients, are they familiar with the required industries? For example, a VA that could support with a nail salon software client might not be suitable for a healthcare client.

Additionally, it’s essential to establish who will be responsible for managing them. Remember, the ultimate goal is to leverage their support. This will help tackle higher-value tasks that can drive significant returns on investment.

Establishing a Budget

Setting a budget is like planning the money path for your brand’s success. Setting goals and deciding how much money you’ll spend on marketing is important. Your marketing budget helps you decide where to invest your money. You must match your industry, business type, and goals.

A small local business might spend more on ads and SEO to attract nearby customers. An online store might use ad retargeting and email marketing.

Broadly speaking, B2B businesses should allocate roughly 2-5% of their revenue to marketing, while B2C businesses can allocate 5-10%.

Finding Exceptional Virtual Assistants

“Quality is never an accident. It results from high intention, sincere effort, intelligent direction, and skillful execution.” – William A. Foster. 

So, how do you find people with such high work intent? 

Platforms like Upwork and Fiverr offer access to a virtual talent pool. Yet, navigating these platforms can be time-consuming and risky. A more reliable approach is to partner with reputable agencies like Wishup. Their mission is to simplify the hiring process for growing businesses. They help access top-tier talent without the hassle of recruitment and HR logistics. After shortlisting candidates through these systems, you can also use a behavioral assessment tool to make sure you’re selecting the best fit for your team and company culture.

Go further and share links to virtual assistant job openings using your digital business card. You never know –there might be skilled VAs in your network.

Gradual Integration

When bringing a virtual assistant into your team, starting small is wise. Begin with a trial task to gauge their performance and ensure they fit the role well. Avoid overwhelming them with a massive workload right off the bat. Instead, make it easier by giving smaller tasks and increasing their responsibilities. 

For example, start with minor website tweaks and move on to more significant projects. This approach reduces risk and allows you to track their progress. Always review their work before allowing them to interact with clients.

Ongoing Support and Guidance

Like local employees, virtual assistants thrive on ongoing support and guidance. They want to feel valued and invested by their employers. You foster a positive work environment by providing regular mentoring and training opportunities. This helps cultivate valuable assets for your marketing agency. 

Encourage your virtual assistants to learn and grow. If you’ve already hired assistants who have the Enneagram personality type 5 and love to learn new things this shouldn’t be a challenge. Then, share insights and advice to help them succeed. Remember, they will better understand your business as their time with you grows.

Setting Up Your Communication Channels

Clear communication channels are key to smooth collaboration. Let them know your preferred mode of communication. Are they scheduled video calls, email threads, or project management platforms?

Establishing expectations about meeting availability and response times is significant. It’s also important to consider how often you’d like progress updates. Based on your workflow timeline, define the structure and frequency of these updates.

Fostering a solid working relationship is crucial. Ensuring alignment and communication sets the stage for a productive partnership.

When should you avoid hiring a virtual assistant?

Avoid hiring a virtual assistant for your marketing agency in these situations:

• If you haven’t set clear expectations and guidelines.
• If you’re unsure about the tasks and responsibilities to delegate.
• If you lack the required tools, resources, or support systems.
• If you can’t provide adequate supervision, especially during the initial training phase.
• If you have budget constraints.

Key Takeaways

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Hiring a virtual assistant for a marketing agency can be a game-changer. They can provide invaluable support and expertise to help your business thrive. Focus on the abovementioned qualities and skills to find the perfect virtual assistant. A good virtual assistant will complement your team and drive your marketing efforts. 

Clear communication, expectations, and commitment are your keys to ultimate success and growth.