How to Successfully Hire and Manage a Virtual Assistant for Your Insurance Business

Running an insurance practice means juggling countless tasks, and as your client roster grows, so does the need for reliable support. In this week’s episode of the Insurance Business Babes podcast, hosts Kathe Kline and Joanna Wyckoff dive deep into hiring virtual assistants (VAs)—sharing years of hands-on wisdom from building their own teams. Here are the best nuggets from their conversation, expanded for our blog readers.

Why and When to Hire a Virtual Assistant

Most insurance agents hit a breaking point as their client base approaches 300 or more. When that happens, administrative work starts eating into sales time, client service suffers, and time off becomes a dream. As Joanna says, “We girl boss a little too hard to the sun and you start getting overwhelmed.” If you’re constantly frazzled or avoiding your ringing phone, it’s time to bring on support—before burnout sets in.

Where to Find Qualified Virtual Assistants

Both hosts swear by onlinejobs.ph, a popular platform for hiring VAs from the Philippines. Filipino VAs are known for excellent English, polite customer service, and strong work ethic. Kathe recommends paying a little extra for the six-month support/transition package, giving the VA a local contact to help them adjust and ensuring smoother onboarding for you.

Other options include Upwork (especially if you need part-time help), or hiring services like Hire Heroes, which pre-screen and prepare candidates for the insurance industry.

Screening and Selecting the Right Candidate

To avoid sifting through hundreds of resumes, Joanna suggests:

• Requesting a video introduction to gauge English proficiency, personality, and customer-facing skills.

• Asking for a portfolio if you’re hiring for specialized skills (like marketing).

• Giving clear, specific application instructions to spot high attention to detail.

Kathe is a fan of assigning paid trial tasks to top candidates. This hands-on approach shows who’s truly capable and reliable.

Training & Managing Your Virtual Assistant

Before hiring, spend time recording your processes using screen capture tools. This library of “how-to” videos becomes a training goldmine for your VA—and any future hires. Kathe reminds us never to do one-on-one trainings without recording: “Chances are, you’re going to have to hire another virtual assistant someday.”

Embrace cultural differences—be explicit with expectations, offer positive feedback, and always have clear agreements regarding pay, 13th month bonuses, and holidays. Tools like Hubstaff or TimeProof help with accountability by capturing regular screen shots of your VA’s work.

Compensation & Retention

Pay competitively, offer regular bonuses, and recognize holidays. Both Kathe and Joanna emphasize generosity—helping your VA feel valued pays dividends in loyalty and performance. Clear key performance indicators (KPIs) and regular check-ins keep everyone on the same page.

Final Thoughts

The sooner you invest in hiring and training a VA, the sooner you’ll reclaim your time for sales, strategy, and some well-deserved balance. As Kathe says, “Your life will change for the better from that point forward.”

Ready to take your insurance business to the next level? Don’t wait—start your hiring journey today!

This episode is sponsored by ⁠CertifiedMedicareAgents.com⁠. Use the coupon code BABES2024 for a free lifetime BRONZE membership.