Hiring a virtual assistant, or a VA, for your wedding planning business can be a tremendous asset. However, how you onboard and utilize your virtual assistant (VA) for your wedding planning business can either streamline your operations and boost productivity, or create confusion and extra work if not done clearly and thoughtfully. In this blog post, we’ll discuss tips on how to set your VA up for success to ensure smooth collaboration, maximize their impact, and free up your time to focus on growing your wedding planning business.
Where To Find A VA For Your Business
You may have been contemplating hiring a VA for your wedding planning business for a while, but you’ve been stuck on where to find one. Here are a few options to start your search:
1. Facebook Groups
Facebook groups can be an excellent place for wedding planners looking to hire a virtual assistant. From niche VA communities to industry-specific groups, these spaces are filled with experienced professionals offering their services, asking great questions, and sharing real client wins. By posting a detailed job description and engaging with members, planners can connect with VAs who not only possess the right skills but also understand the fast-paced, detail-driven world of wedding planning.
2. Upwork
Upwork is a reliable platform for wedding planners to find skilled virtual assistants with experience in admin support, client communication, social media, and more. You can post a job tailored to your business needs, review applicant profiles, and browse through reviews and portfolios to find someone who fits your style and workflow. It’s especially helpful for hiring project-based or part-time support, with built-in tools for messaging, time tracking, and secure payments.
3. Google
Using Google Search to find a virtual assistant may seem simple, but with the right keywords, it can lead you to specialized agencies, freelance directories, or individual VA websites tailored to the wedding industry. Searching terms like “virtual assistant for wedding planners” or “wedding planning VA services” can help you discover professionals who already understand the unique demands of event coordination. It’s a great option if you want more control over the hiring process and are open to reaching out directly.
4. Social Media
Many VAs showcase their work on social media. Instagram, TikTok, and Facebook are excellent platforms to search for a virtual assistant to support your business. Use relevant hashtags like #weddingVA, #virtualassistantservices, or #eventassistant.
Although there are virtual assistants tailored explicitly to the wedding niche, virtual assistants in general possess a variety of skills and talents that can be leveraged to help your planning business. Even if you hire a VA that isn’t niche-specific, read on to learn our tips and tricks to help set your VA up for success, regardless of their experience.
Onboarding Your VA
The good news? You’ve found the perfect virtual assistant, and you’re ready to have them start tackling those tasks that have been piling up. But do you have them dive right in? Typically, it’s helpful to have an hour or two set aside to onboard your virtual assistant. Here are some key considerations to keep in mind and discuss during the onboarding process:
1. Freelance or hire?
Depending on the virtual assistant you’ve decided to work with, it will set the process for the onboarding call. If your virtual assistant is coming in as a freelancer, chances are they’ll have their onboarding process that they typically use with new clients. They will also have an hourly set rate that accompanies the services they provide. If you’ve decided to hire this virtual assistant as part of your business, consider how you want your onboarding call to proceed. If you haven’t already, ensure that you discuss their hourly rate, the deliverables you expect from them for the week or month, and any other policies and procedures you have in place for your business.
2. Contract
The contract should be discussed and signed during the onboarding meeting. The contract should include the VA’s hourly rate, the method and frequency of compensation, deliverables, and any specific timeframe for contract termination. For example, if you decide to terminate a VA for any reason, will you be giving a 15-day notice? A 30-day notice? That information should be discussed and outlined in the contract.
3. Passwords & Client Information
This is one of the most crucial aspects of onboarding your virtual assistant, specifically access to passwords and client information. Will you give your VA access to your Google account? If so, you need to provide them with login information. You can create a Google document with usernames and passwords and give your VA access to this document. You can also utilize LastPass, 1Password Teams or Business, Dashlane Business, or Bitwarden Teams or Enterprise, among other tools, to safely share passwords without exposing them directly and to instantly revoke access if needed.
4. Communication
This is another crucial part of the onboarding process when hiring your virtual assistant. Consider how often and on which channel you plan to communicate with your VA. Weekly emails or virtual meetings may be helpful in the beginning to make sure that any questions you or your VA may have are being addressed. Thinking about how you want to communicate with your virtual assistant is something that should be thought about beforehand and discussed as well. Do you plan to communicate via email, or will you use another platform, such as Voxer, Slack, or text messaging? Discussing communication frequency and channel of communication will be key to setting you, and your virtual assistant up for success.
Setting Your VA Up For Success
Once the onboarding is complete and your VA has access to what they need, the process of collaboration (and work) can begin! Here are some strategies to help keep things running smoothly and ensure you’re both getting the most out of the relationship.
1. Create Clear, Repeatable Systems
There are a lot of moving parts when it comes to wedding planning, and chances are, you have a method to the madness. Whether it’s how you onboard clients, manage timelines, or respond to inquiries, documenting these systems will make it easier for your VA to jump in and support you. Tools like Google Docs, Loom (for screen recordings), or even a simple checklist in Trello can go a long way in creating structure.
2. Start with Specific, Outcome-Based Tasks
When delegating tasks, be as clear as possible about what the result should look like. Instead of saying, “Help with social media,” try something like, “Create three Instagram carousel posts per week based on our upcoming weddings.” The more specific you are at the start, the more confident and effective your VA can be.
3. Check In Regularly (But Don’t Micromanage)
Weekly or biweekly check-ins provide an opportunity to connect on priorities, address questions, and review progress. This helps keep things aligned without you needing to hover constantly. Remember, trust is part of what allows your VA to take work off your plate.
4. Offer Feedback and Celebrate Wins
Your VA is part of your team, even if they’re working remotely. Offering constructive feedback helps them improve, but don’t forget to celebrate what they’re doing well, too. If they made a timeline more efficient or handled a tricky client with grace, let them know! Feeling appreciated motivates people to be their best, which in turn can elevate your business to a new level.
5. Be Open to Their Ideas
Many VAs have supported multiple business owners, and they often come with a fresh perspective on workflows, tools, or client communication. If your VA suggests a shortcut or a new tool, consider testing it out. Some of your best systems might come from suggestions you hadn’t thought of.
Hiring a virtual assistant for your wedding planning business is an investment in your growth and the quality of service you provide to your couples. By onboarding thoughtfully and creating a collaborative, open relationship, you’ll free yourself up to do what you do best—plan unforgettable weddings!
The Find Your Wedding Planner Team
findyourweddingplanner.com