What to Ask in a VA Interview (And What to Listen for That’s Even More Important)

The 5 Questions That Reveal Who’s a Rockstar—and Who’s Going to Ghost You by Tuesday

So, you've found a few promising Virtual Assistant candidates. Maybe they’ve got glowing reviews, impressive portfolios, or finally know how to spell “Shopify” correctly.

Now it’s interview time—which is exciting, but also kinda nerve-wracking. You want someone proactive, reliable, and ready to get your brain out of your bottleneck. But how do you figure that out in one 20-minute convo?

Easy: Ask better questions. And (this part’s key) listen for how they think, not just what they say.

Skip the Script. Go for Substance.

Forget boring questions like “Where do you see yourself in 5 years?” or “What’s your greatest weakness?” 🙄 You’re not hiring for corporate America. You’re hiring someone to step into your unique, messy, magical handmade business.

You need to know:

• Can they figure things out on their own?

• Will they communicate clearly if something goes wrong?

Do they actually want to be here—or are they applying to every listing on the planet?

Ask These 5 Questions (and Listen Closely to the Answers)

1. “Can you walk me through how you'd handle a task you’ve never done before?”

Why it’s gold: You’re testing for resourcefulness, not just experience.

✅ A great answer:“I’d look it up, test it out, and ask you for clarification if needed. I’d also document the process so it’s repeatable.”

🚩 Red flag:“I’d wait for instructions” or “I don’t do things I haven’t been trained on.”

💡 What you’re really listening for: Do they take initiative or freeze in unfamiliar territory?

2. “Tell me about a mistake you made—and how you fixed it.”

Why it’s gold: Everyone messes up. You want someone who owns it, solves it, and learns from it.

✅ A great answer:“I once sent the wrong Canva graphic to a client. I caught it, sent a correction, and updated my process checklist to prevent it again.”

🚩 Red flag:“I’ve never made a mistake.” (Liar, liar, inbox on fire.)

💡 Pro tip: This tells you how they’ll handle future issues—and how transparent they’ll be with you when things go sideways.

3. “How do you like to receive feedback?”

Why it’s gold: Feedback is inevitable. The real question is, can they receive it without falling apart or disappearing?

✅ A great answer:“I prefer direct, honest feedback. I want to improve, so I appreciate clarity—even if it’s critical.”

🚩 Red flag:“I don’t like being criticized” or “I’ve never gotten negative feedback.”

💡 What you’re looking for: Someone coachable, not defensive.

4. “What kind of tasks energize you—and what kind drain you?”

Why it’s gold: You’re uncovering their zone of genius (and their danger zones).

✅ A great answer:“I love organizing systems and inboxes, but writing blog posts isn’t really my jam.”

🚩 Red flag:“Whatever you need!” (Sounds helpful, but usually means no clear strengths.)

💡 Why this matters: You want to assign the right tasks to the right person. Not everything needs to be on their plate—just the right things.

5. “What do you need from me to do your best work?”

Why it’s gold: A real pro will have thought about this. They know what kind of communication, tools, or expectations help them thrive.

✅ A great answer:“Clear deadlines, access to files in Google Drive, and weekly check-ins keep me on track.”

🚩 Red flag:“I’m not sure… I’ll figure it out.” (They haven’t worked with busy creatives like you before.)

Bonus Move: Give Them a Paid Test Project

Even if the interview goes perfectly, always give a small, paid test task before hiring long-term.

Here’s a simple structure:

• Task: Something real, like uploading 5 products or writing a short email reply

• Tools: Give them access to what they’ll need (Google Docs, Canva, etc.)

• Timeframe: 24–72 hours

• Pay: $15–$50 depending on complexity

  
  

Why it works: You’ll see how they follow directions, communicate, and actually perform.

Real Talk: The Best VA I Ever Hired…

Wasn’t the one with the fanciest resume. She was the one who:

• Sent thoughtful responses in the interview

• Asked smart questions about my biz

• Completed the test task exactly on time with a process doc she made on her own (love)! I hired her the next day. She’s still with me now—and she runs half of my backend operations.
  

TL;DR — Biz Bestie Interview Checklist

✅ Ask strategic questions that reveal how they think

✅ Don’t fall for vague answers or overconfidence

✅ Always test with real (paid) work

✅ Trust your gut—it’s usually right

Pro Tip: Ask Every Candidate the Same 5 Questions—In Real Time

Don’t skip this step. Seriously.

You want to meet with each candidate face-to-face (Zoom, Google Meet, whatever works), not just over email or chat. Why?Because you’re not just testing what they say—you’re seeing how they communicate.

• Can they think on their feet?

• Is their English conversational and clear?

• Do they ask smart questions back?

• Are they confident—but coachable?

Here’s how I keep it simple: I grab a sticky note and write their name at the top. Then I list:1, 2, 3, 4, 5 (one number for each question).

As I interview, I rate each answer from 1–10 and jot down quick notes. Nothing fancy—just whatever jumps out:

“5 - Problem solver, detailed.”“2 - vague answer, rambly.”“4 - no experience but great attitude.”

Trust me—you will forget who said what. And they’ll all blur together if you don’t write it down.

When you're done, pick your favorite.✨ Don’t overthink it. Don’t stall. Hire them for a small paid test and see what they can really do.

That’s where the magic happens. Post 4: How to Train + Set Expectations for Your VA?