last updated: august 2025
overseas hiring is a funnel
most US companies treat it like a lottery
post a job
hope for the best
wonder why it didn't work out
i've processed 43,000+ applications from the Philippines since 2021
placed talent inside $1M, $4M, and $10M+ businesses
and learned every expensive lesson the hard way
here's exactly how to hire Filipino virtual assistants without the usual disasters
let me save you some research time
the good news:
• 55% of adults speak English (that's 55 million people)
• Philippines ranks #20 globally for English proficiency
• schools teach in English
• western work culture alignment
• 12-hour time difference = your night shift advantage
the bad news:
45% don't speak English well
which means there's a lot of noise to sift through
most US companies give up after their first bad hire
"Filipino VAs aren't reliable"
"don't waste your time"
but here's the thing
they hired the cheapest person
had zero standards
ignored red flags
then blamed the entire country
that's like hiring one bad employee in Ohio
then saying "Americans can't work"
stop thinking "outsourcing"
start thinking "team building"
outsourcing = trusting a 3rd party with a corner of your business
delegating = bringing someone into your team to build with you
when you approach hiring overseas like you're building your actual team
everything changes
you interview differently
you onboard differently
you lead differently
and you get completely different results
seriously
the word "VA" is the problem
makes it sound like temporary help
"can you handle my inbox for a few hours?"
instead hire for actual roles:
• inbound lead appointment setter
• logistics manager
• client success coordinator
• amazon operations specialist
great overseas talent doesn't want to be called a VA
they want to be called what they are:
your graphic designer
your sales manager
your project coordinator
most people go straight to onlinejobs.ph
post a generic job
interview whoever applies
pick the one with the best English
that's not hiring
that's hoping
here's our proven system:
level 1: initial application
• resume
• internet speed test
• English proficiency test
• two 30-second video responses
this filters out 76% of applicants
effort is a great character filter
if someone won't record 60 seconds of video
how will they handle your business moving at 100mph?
level 2: written response
• 3-5 scenario-based questions
• role-specific situations
• problem-solving scenarios
• 20-minute time limit
we're testing how they think
not just what they know
level 3: character interview
• 30-minute video call
• focus on values and attitude
• ask questions they didn't prepare for
• "who's the best leader you've worked for and why?"
i can teach software
i can't teach someone to care
level 4: client interview
• founder takes the lead
• cultural fit assessment
• specific day-to-day scenarios
• the "hell yes" test
if it's not a hell yes from both sides
keep looking
onlinejobs.ph
• largest database
• decent filtering options
• expect 1000+ applications per role
facebook groups
• "Virtual Assistant Jobs Philippines"
• "Filipino Virtual Workers"
• active communities with engaged members
linkedin
• search "Philippines" + your skill need
• higher quality but smaller volume
• good for specialized roles
referrals
• ask your existing Filipino team
• best source of pre-vetted talent
• cultural fit is usually strong
newsletters
• we built our own with 3,298 subscribers
• owned audience = consistent talent flow
• eventually 100% of placements could come from this
most job posts are written to attract everyone
that's the problem
you want to repel 99% of applicants
and attract the 1% worth your time
what to include:
• specific role title (not "VA")
• exact responsibilities
• required English level
• application requirements
• salary range (yes, include it)
what to avoid:
• generic descriptions
• "urgent hiring"
• unrealistic skill combinations
• $2/hr budgets
example opening:
"we're looking for an amazon operations specialist (not a VA) to join our $1M/year ecommerce team. if you're applying to 20 jobs today, this isn't for you."
see how that filters people?
forget "what are your strengths"
everyone has prepared answers for those
ask questions that catch them off guard:
• "tell me about a time you disagreed with your boss"
• "what's a moment in your career you're not proud of?"
• "who taught you the most about work and why?"
• "if you owned this business, what would you do differently?"
their unscripted responses tell you everything
red flags:
• showing up late (even 1 minute)
• background noise
• vague answers
• not knowing what role they applied for
• asking about vacation time in the first interview
green flags:
• showing up early
• quiet professional space
• specific examples
• thoughtful questions about the role
• genuine curiosity about your business
most founders dump new hires into software training
then wonder why they can't make decisions
flip it
week 1: context before tools
• why the business exists
• your long-term vision
• how their role fits in
• manual processes first
week 2: systems and tools
• now show them the shortcuts
• document your decision-making process
• record looms of your thinking
• "here's WHY i click what i click"
week 3-4: parallel responsibilities
• assign tasks you're already doing
• let them complete it independently
• you do it too (without telling them)
• compare results and teach the gaps
this is how they start thinking like you
pay in USD
their expenses are in pesos
their salary should be in dollars
protects them from currency fluctuations
protects you from constant renegotiations
contractor vs employee
most US companies hire as contractors
less legal complexity
but do your own research here
payment platforms:
• wise (formerly transferwise)
• payoneer
• paypal (higher fees)
• deel (for compliance)
avoid:
• cash transfers
• cryptocurrency payments
• payment in advance requests
12-hour difference sounds scary
it's actually your secret weapon
the 24-hour productivity cycle:
• you work during US business hours
• they work while you sleep
• wake up to completed tasks
• your night shift advantage
communication windows:
• 2-hour overlap minimum
• morning in US = evening in Philippines
• schedule weekly check-ins
• use async tools (loom, slack, trello)
don't force night shifts
flexible hours = higher performance
let them work when they're sharpest
most "VA problems" are leadership problems
if you treat them like "your assistant"
that's exactly the energy you'll get back
weekly 1-on-1s asking:
• "what do you need help with this week?"
• "what could i do better as a leader?"
• "how can i clear the path for you?"
respond to questions with:
"what do you think we should do?"
90% of the time they already know
you're building their confidence to decide
praise before correction:
2 wins for every 1 piece of feedback
celebrate progress, not just perfection
respect for authority:
filipinos won't push back easily
"yes sir" doesn't mean they understand
it means they respect you
solution: ask them to repeat instructions back
"how do you understand what i just asked?"
avoiding confrontation:
they won't tell you they're confused
or about to quit
solution: create safe spaces for questions
"you're NOT bothering me, it's MY job to give you what you need"
family obligations:
family comes first in filipino culture
be flexible during emergencies
it builds incredible loyalty
mistake #1: chasing the lowest price
$2/hr talent looks exactly like you'd expect
the best talent isn't applying to bottom-dollar jobs
mistake #2: no real training
"here's your login, figure it out"
then wonder why they keep asking questions
mistake #3: micromanaging everything
tracking hours instead of outcomes
checking every task instead of building trust
mistake #4: ignoring red flags
"their english is good enough"
"they seem nice"
character matters more than you think
mistake #5: no growth path
treat them like temporary help
then act surprised when they leave
before you fire your VA, look inward
ask yourself:
• do they know what success looks like?
• do they understand why their work matters?
• have i given clear feedback?
• is something at home affecting their work?
the 2-week window:
• address the real problem
• provide specific training
• measure trajectory, not perfection
• if no improvement, make the call
most performance issues trace back to leadership
fix that first
hire your first operator
someone who can eventually lead others
invest heavily in their development
let them hire the next person
they understand the culture
they know what works
referrals from good people = good people
promote from within
your best hires become your best leaders
show the team there's a path forward
once your team is stable
try this:
pick a random weekday
go completely offline for 24 hours
hand off ALL your responsibilities
no slack check-ins
no rescue messages
sink or swim
this builds their confidence under pressure
reveals gaps in your training
shows you who can actually lead
if your business can't survive without you for 24 hours
you don't need a vacation
you need better systems and stronger people
don't just hire when you need someone
build relationships before you need them
newsletter to filipino workers
• weekly job tips
• success stories
• company culture content
• exclusive job openings
we're at 3,298 subscribers
it's becoming our primary talent source
alumni network
stay connected with people who didn't get hired
they might be perfect for the next role
or refer someone who is
leading indicators:
• asking fewer clarifying questions
• proposing solutions, not just problems
• training newer team members
• working during emergencies without being asked
lagging indicators:
• hitting KPIs consistently
• taking on expanded responsibilities
• referring quality candidates
• staying with you 12+ months
track both
hiring filipino virtual assistants isn't about finding cheap labor
it's about building a global team that thinks like owners
most US companies fail because they:
• hire based on price alone
• skip proper vetting
• provide terrible leadership
• ignore cultural differences
but when you do it right?
you get:
• 24-hour productivity cycles
• team members who care about outcomes
• cost savings that actually matter
• freedom to focus on what only you can do
the best hire i ever made wasn't the cheapest
it was the one i never had to replace
stop asking "how cheap can i get a VA?"
start asking "how do i build a team so good they become irreplaceable?"
ready to hire the right way? we handle the entire process from sourcing to placement. 43,000+ applications processed. 4-level vetting protocol. 12-14 day delivery.
book a strategy call: [link]
-zack
p.s. this guide is based on real placements inside 7-figure businesses. your results depend on how well you can lead.
