What is a Virtual Assistant for Coaches?

A Virtual Assistant for Coaches is a specialized business admin—someone who takes on auxiliary duties for a coaching business or entrepreneur, in a remote position. 

Virtual Assistants are independent contractors who can handle anything that needs to be organized, scheduled, and/or drafted. Most VAs assist different kinds of coaches with a range of mundane tasks, including calendar management, email correspondence, bookkeeping, etc. For instance, they will organize meetings for your coaching sessions, schedule client appointments, and update client information. 

There are a number of reasons to hire a Virtual Assistant. The three major advantages of contracting a VA boil down to:

• Outsourcing non-essential tasks—Have a skilled VA manage administrative tasks so you can put your time and effort into acquiring new clients for your business
• Access to a global talent pool—Hire the most qualified professional from anywhere in the world at a price point that suits your budget
• Reducing your overhead costs—Get a trained professional without worrying about employee-related expenses like insurance, paid leave, office space, etc.

What Does a Virtual Assistant for Coaches Do?

The specific duties of a virtual assistant for coaches are based on your business needs and the skills the particular VA you choose possesses. These VAs typically assist online coaches with a variety of administrative tasks, but their duties commonly come down to:

1. Calendar Management—A VA for online coaches will handle tedious administrative work, so you can focus on coaching more clients. They can manage your calendar by scheduling coaching sessions with clients, update the calendar whenever you or the client need to reschedule, and send out reminders/notify clients of any changes to help reduce no-shows
2. Client Handling—A virtual assistant for coaches is proficient in CRM that’s ideal for coaching professionals, such as Profi, HoneyBook, or similar software. Using such tools, your VA can help you by answering client queries, handling client calls, and creating and billing invoices
3. Database Management—A virtual assistant for coaches ensures your client database is thoroughly organized, updated, and accurate. Your VA will also manage any documentations that need to be issued during a client booking and guide potential clients to the right information as needed
4. Marketing Assistance—Coaching VAs can help you connect with your target audience and generate leads for your coaching business by assisting you in marketing-related tasks like organizing digital events, creating promotional materials, or running an ad campaign to increase your brand awareness

How Much Does it Cost to Hire a Virtual Assistant for Coaches?

VAs are a valuable asset for any business owner, coach, or consultant since they provide a range of services and are paid by the hour for the work done or on a project basis. 

The cost of hiring a Virtual Assistant depends on the number of hours they dedicate to your tasks. When deciding on the salary for a VA, you should consider the candidate’s level of experience, technical skills, industry-specific knowledge, and the geographic location (cost of living). 

Here are a few reasons to hire a VA for your coaching business:

• Flexibility with the workload—Virtual Assistants can help you manage unexpected workloads by working around your schedule. For instance they will handle all non-essential tasks that are pending from your end during a peak season so you can focus on long-term profitability of your business
• Quality-driven efficiency—Virtual Assistants rely on the positive feedback they receive for completed projects. When hiring a VA, the first thing any company does is look at reviews other employers have left on the VA’s profile. For this reason, they are highly motivated to deliver quality work so they can build credibility and secure future business
• No overhead costs—A Virtual Assistant is a much more affordable option than a full-time employee because you don’t have to invest your money on recurring expenses like paid leave, medical insurance, office rental, and other labor costs

Expert Tips on Hiring a Virtual Assistant for Coaches

While outsourcing administrative tasks to a VA is an excellent option for any online coach, finding the right VA for your business can be tricky. This is especially true if you have no prior experience with independent contractors. It’s crucial you find a reliable, trustworthy professional who can manage the responsibilities of your business in confidence  and will complete the assigned tasks within the agreed-upon deadlines.

If you want to find the best virtual assistant for your coaching business, follow these tips below: 

1. Connect with qualified VAs through a detailed job description—To prevent unqualified candidates from clogging up your hiring funnel, clarify the skills and competencies you expect your new employee to possess. You should also explain the nature of the job in great detail in your job ad. This entails listing all the responsibilities you expect the VA to handle, and explaining what level of experience is necessary to perform well in the role
2. Test your candidates before extending an offer—While there are many VAs with great portfolios, the needs of your coaching business will dictate the skills a VA must possess to perform the duties well. This means you have to evaluate every candidate thoroughly before you make the final decision. This way, you don’t need to waste your time micromanaging your new hire or stain your business’ reputation over a silly mistakes like mixing up appointment dates with a client
3. Automate every stage of your hiring funnel—Managing a hiring process manually can be exhausting and time-consuming. With Workello, you can set up an automated hiring funnel in 3 minutes and filter out unsuitable candidates who don’t have the required competencies for the job. Workello automates every stage of your hiring process and helps you score the best VA for coaches in less time and effort 

Hire a Reliable Virtual Assistant for Coaches, Faster

You can think of Workello as the perfect virtual hiring assistant. Our fully automated hiring funnel is the product of countless hours, over $100,000, and dozens of iterations. With Workello, you can automate testing, scheduling, and email correspondence with candidates so you can focus on scaling your business and maximizing revenue.

Here’s how Workello makes hiring a virtual assistant for coaches a breeze:

1. Signup for a free Workello account and launch your automated, pre-configured hiring funnel in less than 3 minutes
2. Post your job ads across LinkedIn, Monster, Facebook, Indeed, and all your other hiring channels and link to your Workello job ad
3. See all your candidates in a single, unified Workello dashboard, regardless of which hiring channel they applied from
4. Reject, test, interview, and send offers to virtual assistants for coaches with a single click
5. Filter out unqualified candidates with Workello’s built-in testing feature
6. Trigger automated emails and move candidates through your hiring funnel simply by changing their status from a drop-down menu
7. Minimize transactional questions by enabling candidates to see a live status page that tells them exactly which stage of your hiring funnel they are in

Don’t waste hundreds of hours looking for a perfect virtual assistant for coaches that’s supposed to save you valuable time. Set up a fully automated hiring funnel with Workello, cut your hiring costs by 50%, and start accepting ideal candidates today!

Sign up now and review 5 VA for coaches tests for free.