The Top Skills to Look for in a Virtual Assistant

In today’s competitive business landscape, time is a premium asset. Entrepreneurs, agency owners, and professionals are increasingly turning to virtual assistants to streamline operations, enhance productivity, and scale their businesses—without the overhead of traditional employees. But with the rising demand for remote support, how do you ensure you’re hiring the right virtual assistant for your unique needs?

Whether you're in the insurance industry, real estate, marketing, or tech, identifying the top skills in a virtual assistant (VA) is essential for success. In this post, we’ll explore the must-have abilities that separate average VAs from truly effective ones—and why these skills matter for your business growth.

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Why Hiring a Skilled Virtual Assistant Matters

A virtual assistant is more than just a task-doer. The right VA becomes an extension of your brand, your operations, and your productivity strategy. When equipped with the right skills, a VA can help you reduce admin workload, improve customer satisfaction, and focus your time on high-value activities like strategy, sales, and innovation.

Let’s break down the top skills you should look for in your next VA hire.

1. Strong Communication Skills

At the heart of every successful remote relationship is clear communication. Your virtual assistant must be able to:

• Write and respond to professional emails
• Handle client communication with clarity and tone alignment
• Provide status updates and follow instructions precisely

For VAs working in client-facing roles—like an insurance virtual assistant—clear, timely, and professional communication is non-negotiable.

2. Time Management and Organization

One of the key reasons to hire a VA is to save time and keep things running smoothly. Top virtual assistants know how to:

• Prioritize tasks
• Meet deadlines
• Manage multiple tools and calendars efficiently
• Track tasks in systems like Trello, ClickUp, or Asana

Organized VAs will keep your operations moving even when you’re offline or focused on other areas.

3. Tech Savviness

Today’s digital tools are the backbone of remote collaboration. A high-performing VA should be comfortable using:

• Project management platforms (e.g., Trello, ClickUp)
• Communication tools (e.g., Slack, Zoom)
• Document sharing platforms (e.g., Google Workspace, Microsoft 365)
• CRMs like Salesforce, Zoho CRM, or AgencyBloc (especially for insurance VAs)

If your assistant can’t navigate basic tools quickly, productivity will suffer.

4. Attention to Detail

Whether they’re processing policy renewals, scheduling appointments, or drafting social media captions, your VA must have a sharp eye for detail. A single typo in an email or missed appointment can lead to client frustration or lost revenue. Look for someone who double-checks their work and asks questions when unsure.

5. Adaptability and Problem-Solving

In fast-paced industries like insurance, real estate, or marketing, things change quickly. Your VA should be able to adapt and troubleshoot without constant handholding. Ask:

• Can they learn a new platform on their own?
• Do they offer solutions instead of waiting for direction?
• How do they respond when plans change?

Adaptable VAs save you time and stress in the long run.

6. Customer Service Mindset

If your VA will interact with your clients—whether answering emails, scheduling meetings, or following up—they should have a service-first attitude. Traits like patience, empathy, and active listening are essential. In industries like insurance where trust is key, a VA with strong customer service skills can help strengthen client relationships.

7. Data Entry and Administrative Support

Many VAs are hired to reduce the burden of repetitive, low-value tasks such as:

• Entering data into CRMs or spreadsheets
• Updating client files or records
• Organizing and labeling documents
• Managing inboxes or phone calls

Accuracy and consistency are critical in these administrative duties.

8. Content Creation (Optional but Valuable)

If you're looking to grow your digital presence, a VA with content skills can be a huge bonus. Some VAs can:

• Create simple graphics using Canva
• Schedule posts via Metricool or Buffer
• Write captions or short blog updates
• Assist with email marketing platforms like Mailchimp or ConvertKit

Content-creation VAs are especially helpful for solopreneurs and small teams.

9. Basic Industry Knowledge

For specialized roles—such as a virtual assistant for insurance agencies—look for candidates who understand your industry. A VA who knows basic insurance terminology, understands your compliance needs, or has experience with agency tools (like Applied Epic or AMS360) will require less training and deliver value faster.

10. Trustworthiness and Discretion

Your VA will often have access to sensitive client information, business documents, or logins. It's essential that they demonstrate professionalism, confidentiality, and ethical standards. A reliable VA respects your business boundaries and treats your data with care.

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Hiring the Right Virtual Assistant

Finding the right virtual assistant can transform your day-to-day operations, reduce your workload, and help your business grow faster. But not all VAs are created equal. By focusing on communication, time management, adaptability, and technical skills, you’ll set yourself up for a successful and lasting working relationship.

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Ready to Hire a Virtual Assistant Who Checks All the Boxes?

At Ocean Virtual Assistant Solutions, we connect businesses with highly trained VAs who specialize in administrative, technical, and client support—tailored to industries like insurance, marketing, and more.

Book your free discovery call today and let’s find your ideal virtual assistant match.

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