A job search can feel like a second full-time job.

You're researching companies, tailoring resumes, crafting outreach, tracking every application — and still trying to stay sane. For a long time, I did it all myself. Then I outsourced it.

And it changed everything.

I hired a virtual assistant (VA) for $3/hour to take the repetitive, time-consuming work off my plate. The kind of stuff that burns you out before you ever get to an interview.

This post breaks down exactly what your VA can do, what you should still own, and how to set up a system that actually works.

Why Automate?

Because your energy is limited — and high-leverage tasks deserve your full attention.

The truth is, applying for jobs the traditional way (cold applications on job boards) is low-conversion. But pairing it with strategic outreach and automation? You double your visibility without doubling your time.

And no, you don’t need a huge budget. You need clarity, consistency, and a little help.

What a Virtual Assistant Can Do For You

Here’s what you can delegate without sacrificing quality:

• Research and sourcing

  • Find companies aligned with your goals

  • Monitor job boards and send alerts for new postings

• Application management

  • Apply for jobs using your provided resume, cover letter, and bio

  • Flag custom questions that require your input

• Outreach

  • Identify recruiters and hiring managers

  • Send LinkedIn messages and emails (based on your templates)

• Follow-ups and calendar management

  • Track replies, interview invites, and follow-ups

  • Manage your calendar and prep reminders

• Contact and CRM tracking

  • Build a list of connections inside target companies

  • Keep tabs on the status and outcomes of each application

📌 Think of your VA like your behind-the-scenes job search engine.

What You Should Still Own

Don’t delegate the parts where your presence and intuition matter most.

Here’s where you’ll still want to invest your time:

• Answering custom questions on applications

• Prepping for interviews (you need to know your story)

• Writing personalized messages to high-value connections

• Creating custom case studies or project samples

• Nurturing real relationships with those who respond

📌 The VA gets you to the door. You’re still the one who walks through it.

How to Hire and Work With a Virtual Assistant

This part matters. A lot. You want someone reliable, resourceful, and easy to communicate with.

Step 1: Clarify What You Need

➡️ Write a clear job description. Include tasks, tools you use (like Google Docs, Airtable, LinkedIn), and expectations for communication.

Step 2: Post and Screen Candidates

Try platforms like:

• Upwork

• Freelancer

• OnlineJobs.ph

➡️ Ask for video introductions or short sample tasks to assess communication and attention to detail.

Step 3: Set Up a Job Search Email

Create a dedicated Gmail account just for this. Something like:
[email protected]

➡️ This keeps everything organized, and your VA can access it without touching your personal inbox.

How to Onboard Your VA the Right Way

Training is front-loaded. But it’s worth it.

• Create clear SOPs (Standard Operating Procedures)

• Use Loom to record video walkthroughs of each task

• Build guides like:

  • “How to Apply to Senior PM Roles on LinkedIn”

  • “How to Message Recruiters Using X Template”

• Schedule a kickoff call to explain context, tools, and expectations

➡️ This is your chance to train them once so they can run daily without you.

How to Manage Progress

You’re still the manager here — just with a smaller team.

• Hold a weekly check-in call (30 minutes)

• Use Airtable, Google Sheets, or Notion to track:

  • Roles applied to

  • Status updates

  • Replies and follow-ups

• Review the quality of messages and applications weekly

How to Pay Them

If they’re international (like many VAs from the Philippines, India, or Latin America), use:

• Wise – Fast, affordable international transfers

• PayPal – An easy backup if Wise isn’t available

• Direct deposit – For U.S.-based VAs

➡️ Keep it simple. Pay fairly. Build trust.

Final Thoughts

You can’t outsource your story. But you can absolutely outsource the logistics.

Hiring a virtual assistant doesn’t mean you care less. It means you care more about how you show up for the parts that matter.

The calls. The ideas. The connections. The moments when your real voice makes the difference.

Want my actual VA onboarding guide, sample job post, or Airtable tracker? Let me know — I’ll send it your way.