How To Find and Hire a Personal Assistant

Anyone living in today’s go-go-go society knows one universal truth: there is never enough time in the day. 

As researcher Cassie Mogilner and her colleagues write in a 2012 paper, “With waking hours largely consumed by work, precious minutes remain for the daily list of to-dos, including exercise, cleaning, and socializing with friends and family.”

Personal assistants have become invaluable assets in today's fast-paced world, helping private individuals and business owners be more productive and improve work-life balance. They handle various tasks from scheduling to research and more.

This guide will help you find and hire a personal assistant, from defining your needs to making the final choice. 

Why hire a personal assistant?

A personal assistant manages day-to-day tasks in your life—schedules, communications, and tasks—freeing you to focus on other things. It could be work, kids, hiking, or whatever you want to spend your leisure time doing. 

A skilled assistant can handle a diverse array of responsibilities, including:

• Scheduling meetings

• Taking phone calls 

• Making travel arrangements

• Performing data entry and bookkeeping

• Running errands

The more you offload these tasks, the more creative and strategic you'll be able to make decisions that move your career forward, generate innovative ideas, and do side hustles that matter. You can maximize your impact in personal and professional spheres if you hire a personal assistant.

How to hire a personal assistant

Through various job sites and by asking around your network. But before that, first think about what you need help with. Once clear, you can determine whether you need someone full-time or just a few hours a week. 

1. Assess your needs

Begin by listing your requirements for a personal assistant. Consider:

• Personal vs. professional tasks: Determine if you need help with household management, personal planning, or professional duties like client correspondence and event organization.

• Time-consuming vs. specialized tasks: Identify which jobs are time-intensive or require specific expertise.

• Task inventory: Create a detailed list of all tasks you want assistance with.

Clear expectations regarding skills, availability, and responsibilities are important for finding the right candidate. This assessment will streamline the hiring process and ensure you select an assistant who aligns with your personal or business needs.

2. Determine your budget

Evaluate your financial situation and research typical salaries. For instance, a full-time virtual assistant might cost anywhere between $35,000 and $50,000 per year. An in-person assistant will cost much more, depending on location and expertise. 

When planning your budget, consider:

• Employment type: Full-time assistants cost more but offer dedicated support. Part-time might run $20-$30 per hour, while virtual assistants could be $15-$25 per hour.

• Hidden costs: Factor in an additional 20-30% for taxes, benefits, and equipment. A $50,000 salary could actually cost you $60,000-$65,000.

• Required skills and experience: Specialized skills or years of experience command higher pay. An executive assistant might earn $70,000+. 

Consider the value an assistant could bring. If you earn $100 per hour and an assistant saves you 10 hours a week, that's $1,000 in potential value. Establish a budget range, say $40,000 to $55,000, to allow flexibility in negotiations. 

3. Choose a hiring method

There are four main ways to find a personal assistant:

• Freelance marketplaces

• Job boards

• Employment agencies

• Networking and referrals 

Freelance marketplaces

An online platform like Fiverr makes it easy to hire external consultants. With Fiverr, you can connect with experienced personal assistants for long or short-term work. 

Here are a few ways to find them on the platform:

Search and browse

Use Fiverr’s search and browse function on the homepage. Type in keywords like “personal assistant” or “executive assistant” and browse freelancers available for work. 

Or, choose the “Business” category and browse through Virtual Assistant services like:

• General Assistance 

• Call Center & Calling 

• Research Assistant

• Messaging & Emailing 

• Template Docs and Formatting

• File Conversion 

Toggle on “Pro services” to find high-vetted freelancers for more complex tasks. 

💡Tip: Refine your search results using filters such as seller level, location, budget, and delivery time to find the right tax expert.

Post a project brief

Use Fiverr’s brief generator to create a job post with AI. Tell Fiverr what you’re looking for and the platform will create a description for your assistant position with a job title, overview, and more. 

Fill in the required fields and click “Post your brief”. Then, you’ll receive offers from the most relevant freelancers.

Neo, Fiverr AI agent 

Fiverr’s AI agent, Neo, helps you find ideal freelancers for your project in minutes. Start a conversation with Neo from your Client dashboard. Neo will then ask you a few questions and recommend suitable freelancers based on your answer.

If you like the recommendation, click the “Contact me” button, and Neo will create a message to send the assistant.

Job boards

Online job boards like Indeed and LinkedIn offer a wide pool of potential candidates. While they provide access to many applicants, sorting through resumes and identifying the best fits can be time-consuming.

For example:

1. Alex posted a detailed personal assistant job description on LinkedIn

2. He received 50 applications in a week

3. Alex spent evenings reviewing resumes and conducting phone screenings

4. After two weeks and several interviews, he hired David

Staffing agencies

Staffing agencies specialize in matching qualified candidates with job openings. They handle screening, background checks, and verify experience. While potentially expensive, they can save time and ensure quality candidates.

Here’s how it typically works:

1. Sarah, a busy entrepreneur, contacts a staffing agency for help

2. The agency presents three pre-screened candidates

3. Sarah interviews them and chooses one who had relevant industry experience

4. Within two weeks, Sarah had a capable administrative assistant in place

Networking and referrals 

Leveraging your professional and personal networks can be an effective way to find a trusted personal assistant. Recommendations from colleagues or industry contacts often lead to candidates already familiar with your field and work style.

4. Narrow down your candidates 

After you’ve found a pool of ideal candidates, make a short list of ones you’ll connect with. Look for relevant qualifications like:

• Administrative certifications like CAP, MOS, or PACE

• Project management credentials like CAPM

• Relevant bachelor's degrees (e.g., Business Administration)

They should also have good communication skills, have incredible time management, and be detail-oriented. While there are no official certifications for these skill sets, you can get a sense by reviewing an assistant’s online profile. 

Detailed Seller profiles on Fiverr help you identify professionals with experience that matches your specific needs, whether it's calendar management, travel planning, or personal errands. You can quickly ensure their areas of focus align with your requirements.

By leveraging Fiverr's platform, you can efficiently search, compare, and connect with qualified assistants who meet your specific requirements, saving you time and ensuring you find the right expertise for your needs.

With Fiverr, you can also:

• Check references and online reviews: Fiverr displays ratings and reviews for each advisor. Detailed feedback from previous clients helps you make an informed decision.

• Evaluate their communication style and professionalism. Use Fiverr’s messaging system to ask any questions you have. Observe how quickly and professionally the assistant responds. 

• View examples and portfolios. Many Fiverr freelancers showcase their work or provide service examples. This can give you a better idea of their capabilities and style.

Fiverr also makes price comparison easy by providing clear, upfront fees and service descriptions for each profile. You can quickly compare different packages and find one that fits your budget and needs.

6. Conduct in-depth interviews

A thorough interview lets you precisely judge how well a candidate fits the job. What people think, how well they solve problems, and how well they do their jobs are now as important as their credentials.

Ask questions like, “Can you walk me through a time when you had to juggle multiple high-priority tasks? How did you manage your time?” or “Tell me about a challenging situation you faced with a client or employer and how you resolved it.” 

Good personal assistants are good at solving problems, keeping track of time, and working under pressure. These questions will show you how well you do these things.

7. Hire your personal assistant

When choosing a personal assistant, balance your gut feeling with their qualifications. Seek someone capable of handling your current tasks and adapting to future needs.

Before finalizing your decision, carefully review the terms of employment or contract. Pay close attention to the job description, compensation, and confidentiality agreements. Set clear expectations for communication methods and work processes from the beginning.

To find the right personal assistant:

• Thoroughly review resumes, portfolios, and references

• Conduct in-depth interviews to assess skills and personality fit

• Clearly communicate your specific needs and expectations

• Consider a trial period to evaluate compatibility

Remember that an effective personal assistant relationship often requires ongoing communication and adjustments as your needs evolve.

Tips for working with a personal assistant

1. Define clear boundaries and expectations: Create a detailed project brief outlining goals, tasks, and deadlines using Fiverr's order management system.

2. Establish effective communication protocols: Set up regular check-ins via Fiverr's messaging system and agree on response times for urgent matters.

3. Implement task management tools: Choose and set up a collaboration platform like Trello or Asana to complement Fiverr's system for organizing work.

4. Schedule regular performance reviews: Set up monthly or quarterly meetings to provide feedback and discuss progress using Fiverr's review system.

5. Ensure legal compliance: Consult with a legal professional to understand and adhere to relevant laws when hiring on Fiverr.

6. Determine employment classification: Clearly establish your assistant's status as an independent contractor and outline the working relationship accordingly.

7. Draft a comprehensive contract: Create a detailed agreement covering work scope, payment terms, communication expectations, and termination conditions.

8. Establish confidentiality measures: Develop and implement an NDA if your assistant will handle sensitive information.

Find the best personal assistant on Fiverr today

Find your ideal personal assistant on Fiverr in minutes. Our platform connects you with skilled professionals ready to streamline your life and boost your productivity. 

Whether you need help scheduling appointments, problem solving, conducting research, or performing administrative tasks, Fiverr's diverse pool of experienced freelance personal assistants can address your specific needs.

Sign up for free on Fiverr to simplify your search for the perfect personal assistant. Save time and energy by delegating tasks to skilled professionals who can help you manage your busy life more effectively.

Hire a personal assistant FAQ

What to know before hiring a personal assistant?

Before hiring a personal assistant, know what you need assistance with. Consider the tasks that take up your time or stress you out, such as scheduling, email, and errands. Do you need someone full-time, part-time, or for a few hours per week? Define your expectations and desired skills. Consider personality fit; this person will be present in your daily life, so choose someone who matches your style and needs.

Can I afford a personal assistant?

Affording a personal assistant depends on your budget and their value to your life or business. Assess your finances to determine how much you can afford each month. Assistants can work part-time or task-by-task so you can meet the budget. Consider the time and stress you'll save by delegating tasks—the increased productivity and peace of mind may be worth it. With platforms like Fiverr, you can find talented assistants at different prices, making it easier to find someone who meets your needs and budget.

Is it worth getting a personal assistant?

Yes, getting a personal assistant can be incredibly worth it, especially if you are tired and unable to focus on core responsibilities or personal life. Giving these tasks to others makes you more productive and lets you relax, knowing essential details are handled. A personal assistant improves your personal and professional life.

How do you hire your own personal assistant?

Hiring a personal assistant starts with determining your needs. After clarifying this, write a job description with these responsibilities and any required skills. Choose a platform to find candidates. After identifying candidates, interview them to determine their skills, experience, and fit with your work style. Before making an offer, check references and negotiate fair compensation. After hiring, a thorough onboarding process will help them succeed immediately.