Find a Virtual Assistant Who Fits the Way You Actually Work

One Virtual Assistant may specialize in administrative support. Another may focus almost entirely on tech. Some work with particular industries, software platforms, time zones, or schedules. Rates, communication styles, availability, and experience can vary just as much.

Finding a Virtual Assistant is not difficult because there are too few people offering VA services.

It is difficult because there are so many.

And once you post that you are hiring, sorting through applications can quickly become a project of its own.

Kopf Consulting’s Virtual Assistant Matching Service handles the recruiting and initial screening process for you so you can focus on choosing from a smaller group of candidates who more closely match what your business actually needs.

Investment: $199

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This Is More Than Posting a Job and Forwarding Resumes

A candidate can look great on paper and still be completely wrong for the way you work.

That is why the matching process starts with more than a job title.

We look at things such as:

• The work you need delegated
• Required experience or technical skills
• Your preferred working hours or availability
• Communication preferences
• Your budget
• Industry experience, when relevant
• Software knowledge
• Location or time-zone preferences
• The level of independence you expect
• The qualities that matter to you when working closely with someone

Some requirements will be non-negotiable.

Others may simply be preferences.

Knowing the difference helps us build a more focused applicant pool before you ever start reviewing candidates.

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What Is Included With VA Matching?

For $199, Kopf Consulting will:

• Help define the position and hiring criteria
• Create and promote the opportunity
• Collect applications and resumes
• Review submitted materials, portfolios, or requested work samples when applicable
• Screen applicants against your requirements
• Narrow the applicant pool to 10 candidates for your review
• Have you select the five candidates you would like us to interview
• Conduct interviews with those five candidates
• Provide our recommended candidate and backup recommendation
• Complete the process within 30 days or less, depending on your criteria and how quickly you provide feedback

The goal is not to hand you another stack of resumes.

It is to do the first several rounds of sorting and screening so that your time is spent evaluating people who have already made it through the initial process. 

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How the VA Matching Process Works

1. Onboarding & Hiring Criteria

Once your agreement is complete and payment has been received, we begin with an onboarding meeting.

This is where we get specific about what you actually need.

We will discuss the responsibilities of the role, required skills, budget, schedule, software experience, communication preferences, and any other factors that should influence who moves forward.

For example, needing an administrative VA is one thing.

Needing an administrative VA with experience supporting a real estate business, availability during specific hours, and familiarity with the software you already use creates a much more specific candidate profile.

The clearer we are at the beginning, the more effectively we can screen applicants later.

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2. Recruiting & Initial Screening

Kopf Consulting promotes the position and manages the incoming applications.

We review resumes, applications, portfolios, work samples, and other submitted materials as appropriate for the role.

Candidates who clearly do not meet your requirements are removed from consideration so you do not have to personally sort through the entire applicant pool.

From there, we narrow the candidates to 10 for you to review. 

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3. You Choose Your Five Interview Candidates

You review the 10 shortlisted candidates and select the five people you are most interested in moving forward with.

We then meet again to discuss those selections.

If you have specific questions, concerns, or areas you want addressed during the interviews, this is the time to tell me.

You still have input throughout the process. The point of VA Matching is not for me to make the hiring decision for you – it is to remove much of the work required to get you to that decision.

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4. I Interview the Five Finalists

Unlike our standard Freelancer Hiring and Recruitment services, VA Matching includes candidate interviews conducted by Kopf Consulting. 

I interview the five candidates you selected with your requirements, preferences, and concerns in mind.

This gives us another opportunity to look beyond the resume and consider how each candidate communicates, responds to questions, and aligns with what you said you need.

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5. Final Recommendation & Offboarding

Our third meeting is the offboarding meeting.

We review the interview results, discuss the candidates who stood out, and go over my recommendation for the position along with a backup choice.

The final hiring decision is always yours.

You are the person who will be working with the Virtual Assistant, so you should feel comfortable with the person you choose.

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VA Matching or Freelancer Hiring?

Kopf Consulting offers several recruiting options because not every hiring need is the same.

Choose Virtual Assistant Matching if:

You are specifically looking for a Virtual Assistant for ongoing support and want a more hands-on recruiting process that includes candidate interviews.

The role might include areas such as:

• Administrative support
• Inbox or calendar management
• Client support
• CRM updates
• Content or podcast assistance
• Basic website updates
• Email marketing tasks
• Tech support
• General backend business support
• A combination of responsibilities based on the VA’s skill set

Choose Freelancer Hiring or Recruitment if:

You need someone for a specific specialty or defined project, such as a copywriter, designer, developer, editor, or another freelancer outside the traditional VA role.

Those services use a different screening and finalist process and do not include interviews conducted by Kopf Consulting. 

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Why Not Just Post the Position Yourself?

You absolutely can.

VA Matching is not for someone who enjoys recruiting, has time to review applications, and wants to manage the entire process personally.

It is for the business owner who would rather not spend hours:

• Writing and promoting a job post
• Sorting through applications
• Reviewing resumes and portfolios
• Identifying who meets the actual requirements
• Following up with candidates
• Preparing interview questions
• Conducting the first round of interviews
• Trying to compare everyone afterward

You still make the important decisions.

I handle much of the work required to get you there.

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What Happens After You Choose a VA?

Once the matching process is complete, the hiring relationship is between you and the Virtual Assistant you select.

The VA’s compensation is separate from Kopf Consulting’s $199 matching fee, and you are responsible for agreeing on the VA’s rate, payment arrangements, scope of work, schedule, contract terms, and ongoing working relationship.

Kopf Consulting’s role is to help you recruit, screen, interview, and identify candidates. We are not the VA’s employer and do not manage the ongoing relationship after the matching engagement ends unless a separate service has been arranged.

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Frequently Asked Questions

How much does Virtual Assistant Matching cost?

The service is a one-time $199 investment.

That fee covers Kopf Consulting’s recruiting, application review, screening, shortlisting, candidate interviews, and final recommendation process.

The Virtual Assistant’s compensation is separate and is paid according to whatever arrangement you establish with the person you hire. 

How long does the process take?

The goal is to complete the matching process within 30 days or less.

Timing depends heavily on the criteria for the position, the candidate pool, and how quickly you review candidates and provide feedback.

A highly specialized role or very narrow set of requirements may take longer to fill than a more flexible position. 

How many meetings are included?

There are three meetings in the standard VA Matching process:

1. Onboarding – to define your criteria, preferences, and requirements
2. Candidate Review – to discuss the five candidates you selected for interviews and any questions you want addressed
3. Offboarding – to review the interview results and my final recommendation

Do I have to interview all of the candidates myself?

Not during the Kopf Consulting screening stage.

You select five candidates from the shortlist, and I conduct those five interviews as part of the VA Matching service.

You may still choose to speak with a candidate yourself before making your final hiring decision. 

Do you choose the VA for me?

No.

I provide a recommendation based on the information gathered throughout the process, but you make the final hiring decision.

You know your business, personality, and working preferences better than anyone else.

What if I need someone with technical skills?

That can absolutely be part of the search.

“Virtual Assistant” covers a broad range of skill sets, so we can screen for specific software experience or technical capabilities when those are important to the position.

Be realistic, though: the more specialized the skills and experience you require, the more your budget may need to reflect that.

Can you find someone for administrative work?

Yes.

VA Matching can be used for administrative, technical, client-support, marketing-support, or mixed VA roles, depending on what you need.

What if I need a copywriter, graphic designer, developer, or another specialist?

Use our Freelancer Hiring & Recruitment Services instead.

VA Matching is specifically designed for businesses looking for ongoing Virtual Assistant support. Our other recruiting services are better suited to specialized freelancers and project-based roles. 

Do you guarantee that the person I hire will work out?

No recruiting process can guarantee how a working relationship will develop after someone is hired.

The purpose of our screening and interview process is to help you make a more informed decision and reduce the amount of recruiting work you have to handle yourself.

The final hiring decision and ongoing relationship remain between you and the VA.

Do I have to hire the person you recommend?

No.

It is your business and your decision.

My recommendation is there to give you an experienced perspective based on the screening and interview process, not to take the decision away from you.

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