You’ve meticulously crafted your job description, detailing the tasks, tools, and technical proficiencies required for your new Virtual Assistant. You’ve screened resumes, and now you have a shortlist of candidates who seem to tick all the boxes for hard skills.
But here’s the secret: technical skills alone are not enough for a successful, long-term partnership with a VA.
In the remote work environment, soft skills—those intangible personal attributes that enable effective interaction—are paramount. A VA might be a whiz with spreadsheets, but if they lack proactive communication, problem-solving abilities, or attention to detail, they can quickly become more of a liability than an asset.
Think about it: they will be operating independently, often without direct supervision, and will be your direct point of contact for crucial business functions. Their soft skills dictate the quality of that interaction and the effectiveness of their work.
So, how do you probe beyond the bullet points on a resume to uncover these critical traits during an interview?
Here are 5 key questions designed to reveal the soft skills essential for a truly impactful Virtual Assistant.
1. “Describe a time you encountered an unexpected problem or roadblock while working remotely. How did you handle it?”
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Soft Skill Revealed: Problem-solving, Proactiveness, Resourcefulness, Autonomy.
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Why it Matters: Remote work is inherently less structured than an office environment. Your VA will inevitably face situations where they don’t immediately have an answer or where a process breaks down. You want someone who can think on their feet, research solutions, and take initiative rather than waiting to be told what to do or, worse, letting the problem fester.
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What to Look For: Do they describe identifying the problem, researching options, taking action, and then communicating their solution or asking for clarification after making an attempt? Or do they immediately defer the problem to someone else?
2. “How do you prefer to receive feedback, and what do you do when you disagree with feedback you’ve received?”
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Soft Skills Revealed: Receptiveness to Feedback, Professionalism, Communication, Conflict Resolution.
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Why it Matters: Feedback is crucial for growth and for ensuring tasks are done to your standards. A VA who is defensive or unresponsive to constructive criticism will hinder productivity and create frustration. Furthermore, you want to see if they can articulate a disagreement professionally, rather than just silently accepting something they believe is incorrect.
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What to Look For: Do they express openness to both positive and constructive feedback? Do they describe seeking to understand the feedback, asking clarifying questions, and finding common ground? A red flag would be someone who says they “never disagree” or blames others.
3. “Imagine I give you a task, and you realize you need more information or context to complete it effectively. What are your next steps?”
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Soft Skills Revealed: Proactive Communication, Attention to Detail, Clarity Seeking, Anticipation.
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Why it Matters: This question tests whether the VA will proactively seek clarity or proceed blindly, potentially leading to wasted time and incorrect results. A good VA understands that asking intelligent questions upfront saves time and ensures alignment.
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What to Look For: A strong answer will involve identifying the need for more information, formulating specific questions, and then communicating those questions to you promptly and clearly, perhaps suggesting solutions or next steps.
4. “How do you prioritize your workload when you have multiple urgent tasks from different clients or projects?”
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Soft Skills Revealed: Organization, Time Management, Prioritization, Stress Management.
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Why it Matters: Most VAs work with multiple clients or handle various simultaneous projects for one client. Their ability to organize, prioritize, and communicate potential bandwidth issues is crucial for meeting deadlines and managing expectations.
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What to Look For: Do they have a system (e.g., using a planner, project management tool, or a clear communication strategy)? Do they describe clarifying urgency with their clients/managers? Do they offer to communicate proactively if they foresee a conflict in deadlines?
5. “What is your approach to ensuring accuracy and attention to detail in your work, especially for repetitive tasks?”
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Soft Skills Revealed: Attention to Detail, Diligence, Quality Assurance, Self-Correction.
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Why it Matters: Even the most exciting tasks can become routine, and that’s where errors often creep in. A VA needs to have a built-in mechanism for double-checking their work, as errors in administrative tasks can have significant consequences for your business.
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What to Look For: Do they mention specific checklists, proofreading techniques, taking breaks, or even using tools to minimize errors? Do they talk about their own quality control process before submitting work?
The Bottom Line
Technical skills are the engine of your VA’s work, but soft skills are the steering wheel. By asking these targeted questions, you will gain invaluable insight into how a candidate will actually perform in the day-to-day realities of remote collaboration. Investing this time upfront will save you countless headaches and lay the foundation for a truly productive partnership that enhances your business.
