The Ultimate Guide for Business Coaches: Finding and Managing Your Perfect Virtual Assistant

Running a coaching business is deeply rewarding—but it can also be exhausting. Between client sessions, creating content, following up on emails, managing your calendar, and marketing your services, it’s easy to feel like you’re working all the time. If you’re like many business coaches, you likely wear too many hats. That’s why more coaches are turning to virtual assistants (VAs) to regain their time, protect their energy, and grow their business without burning out.

This guide will walk you through everything you need to know about finding and managing your ideal virtual assistant—from understanding what tasks to delegate to creating a healthier, more sustainable coaching business that supports your well-being, family life, and long-term goals.

Why Coaches Hire Virtual Assistants

A virtual assistant is someone who works remotely to help you with tasks that don’t need your direct attention. Think of them as an extra set of hands in your business.

Many business coaches hire a VA for:

• Managing emails and responding to enquiries
• Scheduling appointments and managing calendars
• Posting to social media
• Preparing documents, proposals or worksheets
• Client onboarding and follow-up
• Booking podcast interviews or managing content
• Invoicing and payment follow-ups

These tasks are essential, but they don’t always need you to do them. That’s where a VA can step in, giving you back hours of your week.

How Delegating Helps You Feel Better (Yes, Literally)

Hiring a VA doesn’t just improve your productivity—it impacts your mental, emotional, and physical health too.

When you’re constantly juggling administrative tasks and client delivery, your brain is always on. This can lead to:

• Mental fatigue: Constant task-switching lowers focus and creativity
• Emotional stress: Always feeling behind can cause anxiety or guilt
• Physical exhaustion: Long hours at the screen take a toll on your body
• Mood swings: Feeling irritable, impatient, or disconnected from your purpose
• Strained family life: Lack of time and energy for loved ones

When you free yourself from unnecessary tasks, you feel lighter, more in control, and able to focus on what matters, both in business and life.

Step 1: Know What You Can (and Should) Delegate

The first step to how to find a virtual assistant is knowing what to let go of. Start by writing down everything you do in a typical week. Highlight the tasks that:

• You don’t enjoy
• You’re not skilled at
• Don’t directly generate income
• Take up too much of your time

These are your delegation opportunities. Even handing off just 5–10 hours a week can have a major impact on your productivity and peace of mind.

Step 2: Find the Right VA for You

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Not all VAs are the same. Some specialise in admin, while others focus on tech, content, or customer service. Here’s what to look for:

• Experience with coaches – Do they understand how coaching businesses work?
• Strong communication skills – Can they respond to clients clearly and professionally?
• Attention to detail – Are they reliable with calendars, documents, and follow-ups?
• Initiative – Do they wait for instructions or look for ways to add value?
• Cultural fit – Do they align with your tone, energy, and business values?

If you’re wondering how to hire a virtual assistant who fits your needs, hiring through a trusted service like VA for Hire can save you time and ensure you’re matched with someone pre-vetted for coaching-specific tasks. This is the best VA for business coaches because they understand your business inside out.

Step 3: Set Up for Success

Hiring a VA is just the beginning. To get the most value, you need to set them up properly. Here’s how:

• Onboard them clearly – Walk them through your tools, systems, and expectations
• Start with simple tasks – Build confidence and trust before handing off big responsibilities
• Use tools to stay organised – Trello, Asana, or Google Sheets help track what’s been done
• Communicate regularly – Check in weekly via Zoom, Loom videos, or voice notes
• Give clear feedback – Let them know what’s working and where they can improve

Here are some VA onboarding tips: be clear about your processes, and set boundaries early. This will allow you to focus on coaching time management and less on managing your assistant.

Step 4: Embrace the Bigger Benefits

As you get used to having a VA, you’ll notice benefits beyond business. These might include:

• Better health – More time for exercise, rest, or meal planning
• Improved mindset – Less anxiety, more clarity and calm
• Stronger relationships – More time with family, less working weekends
• Greater mood stability – You’re not riding the rollercoaster of overwhelm
• Better boundaries – You can finally switch off without guilt
• Stronger financial focus – You’re working on revenue-generating tasks

Scalability – Your business becomes systemised and ready to grow

Delegation isn’t just about doing less—it’s about living better.

Common Myths That Stop Coaches from Hiring a VA

Many coaches delay hiring help because of fear. Let’s clear up a few myths:

Myth 1: “I can’t afford a VA.”
You can hire a VA by the hour, task, or project. It’s more affordable than hiring an employee and costs far less than the price of your own time.

Myth 2: “It’s faster to just do it myself.”
Initially, maybe—but every task you hold onto adds up. Virtual assistant recruitment can save you hundreds of hours over time.

Myth 3: “No one can do it like me.”
That’s true—for coaching. But replying to emails? Posting to social media? Following up invoices? Those can be done just as well, if not better, by someone who loves that kind of work.

You Deserve Support

You became a coach to make a difference—not to manage spreadsheets or chase missed appointments. Delegating is not about giving up control—it’s about giving yourself space to focus on what matters most.

Whether you’re new to coaching or building a 6- or 7-figure business, the right VA can help you:

• Protect your energy
• Serve your clients better
• Grow without stress
• Enjoy your business again

Hiring a VA is a major step toward coach VA success tips—it’s the key to a stress-free coaching business.

Finding and managing your perfect virtual assistant is one of the most powerful things you can do as a business coach. With the right support, you’re not just getting help—you’re building a business that supports your health, happiness, and long-term success.

Whether you’re researching virtual assistant guide for coaches or looking into the top VAs for coaches, make sure to take the time to get it right. With the right VA on your team, you’ll enjoy not only professional growth but personal well-being too.

So take the first step. Get clear on what you need, onboarding a VA properly, and start small. You might be surprised how quickly your business—and life—transform.

Looking for the perfect virtual assistant to support your coaching business? Get in touch with us today! 

Call 03 8583 9119, email support@vaforhire.com.au, or visit vaforhire.com.au to learn how we can help you streamline your business and reduce stress.