5 Key Aspects to Look for in an IT Virtual Assistant

By Cam Velasco

CEO & Co-Founder
Published: Apr 8, 2024
Discover the importance of selecting an IT virtual assistant with the right blend of technical prowess, communication skills, adaptability, problem-solving abilities, and cultural fit for effective business integration.
A cheerful IT virtual assistant with glasses working on his laptop in a well-lit office space.

Finding the right IT Virtual Assistant can transform your business operations by bringing in expertise and efficiency. Here’s a quick rundown of what to look for:

The Perfect IT Virtual Assistant Has

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1. Technical Expertise and Experience

When you’re thinking about hiring an IT virtual assistant, it’s super important to look at what they know and what they’ve done before. Here’s a simple way to check:

What They’re Good At

Ask them about what they specialize in. This could be anything from making apps and keeping computer networks running, to helping out users. Knowing what they’re good at helps you figure out if they fit your needs.

How Long They’ve Been Doing It

Find out how many years they’ve been working in IT and as a virtual assistant. More years usually means they’ve got a lot of experience. You might want to look for someone with at least 5 years of experience.

Specific Skills

Check if they know how to use the tools, languages, and systems that are important for your business. It’s best if they have skills that match exactly what you’re looking for.

Knowing Your Field

It’s great if they understand the kind of work you do, the terms you use, and the software that’s common in your industry. This makes working together much easier.

Proof of Work

Ask if they can show you some of the work they’ve done for other people. Also, talking to past clients can give you a good idea of what it’s like to work with them. Seeing real examples and hearing good things from others can make you feel more confident in choosing them.

Looking at these things helps you figure out if a virtual assistant has the right IT skills and experience for your business. It’s all about making sure they can do what you need, and do it well.

2. Communication Skills In IT Virtual Assistants

Being able to talk and write well is super important if you’re working with an IT virtual assistant. Here’s what to keep an eye out for:

Clear Writing

They should be able to explain tech stuff in a way that’s easy to get, even in emails or documents. Check if their writing is neat, makes sense, and doesn’t have mistakes.

Active Listening

Notice if they pay attention and get what you’re saying when you’re talking to them. Someone who listens well and asks questions to understand better will know your business better over time.

Friendly Demeanor

Tech skills are important, but you also want someone nice to work with every day. Do they seem like they want to help and have a good attitude? Working with someone friendly makes things smoother.

Cultural Fit

It’s good if you both work and talk in similar ways. Talk about how quickly you expect answers, when and how you’ll meet, and how you can reach them. Finding someone who fits with how your company does things will help in the long run.

Fluency

If they speak a different first language, ensure you can understand their English well during the interview. It’s important that you can understand each other and that they answer your questions right. Clear talking helps avoid mix-ups.

Good talking and listening skills mean your virtual assistant will get what you need and can share important info well. Putting these people skills on the same level as tech skills makes for a great team-up.

3. Adaptability and Learning Ability

Man smiling while working on a laptop in a well-lit kitchen.

When picking an IT virtual assistant, it’s key to find someone who can handle new challenges and is always up for learning. Here’s what to look out for:

Eager to Learn

A top-notch virtual assistant is always ready to pick up new skills or knowledge. Ask them if they’re keen on learning things that will help your business, like new software or tech skills. You want someone excited to grow and improve.

Flexible

Your assistant should be okay with changing how they work depending on the situation. See if they’re good at working with different kinds of people and can change their approach when needed. A person who can adapt easily is a big plus.

Creative in Solving Problems

They should be able to think on their feet when they face something new. Ask for examples of when they had to come up with a solution on their own. How they handle problems shows a lot about how they’ll do in the future.

Open to Feedback

It’s important that they can take advice and use it to do better. Look for times they’ve changed their way of working based on suggestions. Someone who listens and improves is great to have around.

Likes to Keep Learning

Tech changes all the time, so they should enjoy keeping up with the latest. Check if they’ve done any courses recently or if they go to tech events to learn more. This means they’ll always have the newest info that can help your business.

Finding someone with these qualities means you’ll have support that can grow with your business. Checking for adaptability means you’re more likely to have a good working relationship for a long time.

4. Problem-Solving Skills

When you’re thinking about getting an IT virtual assistant for your business, it’s super important to find someone who’s great at figuring things out on their own. You need a person who can calmly deal with any tech issues that pop up. Here are some things to look for:

Analytical Thinking

A good virtual assistant can take a big problem, break it down, and find out exactly what’s going wrong. Ask them about times they had to get to the bottom of a tough issue. You want to hear that they took steps to understand the problem, looked for solutions, and then made sure those solutions worked.

Troubleshooting Abilities

Ask them about times they fixed bugs or got systems working again after they crashed. It’s good if they talk about how they figure out what’s wrong, like checking for error messages, running checks, and pinpointing where the issue is.

Resourcefulness

It’s great if they know how to find answers on their own, whether that’s by looking stuff up online, asking experts, or using tech forums. Being able to find information without needing a lot of help is a big plus.

Composure Under Pressure

Tech problems can be stressful. See how they handle tough situations by asking about how they’d deal with a big tech emergency. You’re looking for someone who stays calm and knows how to keep everyone updated.

Creativity

Sometimes, the usual fixes don’t work, and you need a fresh idea. Check if they’re good at coming up with new ways to solve problems. This shows they can think on their feet as things change.

By checking these problem-solving skills before hiring a virtual assistant, you can avoid a lot of headaches later. It’s all about making sure they’re ready to tackle any issue, big or small.

5. Cultural Fit and Team Collaboration

Woman in white shirt working on a laptop with a smartphone beside her.

When you’re thinking about bringing an IT virtual assistant into your team, it’s really important to make sure they’ll get along well with everyone else. Having a good cultural fit means they’ll work better with your team, talk more easily, and help things run smoothly. Here’s what to keep an eye out for:

How They Talk

Check if the way your virtual assistant likes to communicate matches up with your team. Do they prefer emails, chatting online, or phone calls? How quickly do they reply? Matching up these preferences helps everyone work together better.

Personality and How They Work

Find someone who sees things the same way your team does about being organized, paying attention to details, starting tasks on their own, and meeting deadlines. When someone works in a way that fits with your team’s style, it’s easier for them to become part of the group.

Knowing Your Industry

It’s a plus if your virtual assistant already knows about the kind of work you do, the special terms you use, and the tools that are important for your business. This makes it easier for them to talk with your team and understand what’s going on.

Cultural Understanding

Think about how their cultural background might affect their communication and work style. Talking about these things early can help avoid misunderstandings later.

Getting Along with the Team

Try talking to a few different candidates and have some of your team members join in. See how well they get along. It’s important that everyone feels comfortable working together.

Making sure your IT virtual assistant fits well with your team’s culture makes everything go more smoothly. Paying attention to these things from the start can really help them become a helpful part of your team.

Conclusion

When you’re looking to hire an IT virtual assistant, there’s a lot to think about beyond just their tech skills. Yes, they must know their way around computers, coding, and keeping your data safe. But, other things matter too if you want to find someone who’s going to fit in.

Since IT virtual assistants aren’t in the same place as you, they need to be good at talking and working together online. Look for people who explain tech stuff clearly, whether they’re writing an email or chatting on the phone.

Tech changes all the time, so your virtual assistant needs to be able to learn new things and solve problems they’ve never seen before. Try to find someone excited to learn new tech stuff on their own.

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Cam Velasco

CEO & Co-Founder

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