The Ultimate Rural Women's Guide to Hiring the Perfect Virtual Assistant
- Libby Roesner
- Apr 1
- 5 min read
How to craft a detailed job description, choose the right personality match, and confidently delegate—freeing up your precious time and energy.
As a regional or rural woman entrepreneur, you’re used to wearing many hats—running a business, managing family life, and nurturing your community. There comes a point where doing everything yourself just isn’t sustainable. Hiring a Virtual Assistant (VA) can give you the breathing space you need, but it’s essential they truly understand your values, personality, and unique rural lifestyle.
This guide shows you how to craft a clear job description and choose the right VA who not only helps you get organised but also shares your vision and fits seamlessly with your working style.
Step 1: Clearly Define What Support You Need
Start by getting clear on exactly what you need help with. Do a quick "brain dump":
Administrative tasks: Emails, scheduling appointments, invoicing.
Creative tasks: Social media graphics, newsletters, blogs.
Operational support: Organising processes, managing online sales.
Community engagement: Helping respond to customer queries, client outreach.
Prioritise which tasks drain your energy the most or distract you from growing your business—these are the tasks your VA should handle first.
Cooee Tip: Remember, your VA should complement your skills, not duplicate them. Be strategic and delegate tasks that aren’t your strengths or that consistently overwhelm you.
Step 2: Craft a Job Description that Reflects Your Values
A strong job description clearly communicates what’s needed but also reflects your unique working style, values, and rural/regional roots:
Include these elements clearly:
Job Title: e.g., "Virtual Assistant for Rural Women's Small Business"
Core Tasks: Be detailed—outline exactly what the VA’s typical day might look like.
Hours & Availability: Clearly indicate how many hours per week/month and mention your preferred availability—are you flexible, or do you need someone available during certain set hours?
Support Packages: Are you looking for ongoing monthly support, or would a project-based arrangement suit you better? State clearly what you're envisioning.
Skills & Software: Mention required skills and software clearly (e.g., Canva, Xero, Asana, or Trello).
Your Values & Culture: Emphasise that understanding and aligning with rural/regional life and its unique challenges is vital. For example, “Must appreciate rural family and community values, understand flexible working hours, and value authentic, friendly communication.”
Cooee Tip: By emphasising your rural identity and values from the outset, you’ll naturally attract candidates who resonate deeply with your vision.
Step 3: Find a VA Whose Personality Matches Your Working Style
A VA isn’t just another hire—they’re a strategic partner who must align with your values, communication style, and rural approach to life and business.
During interviews (Zoom or otherwise), pay close attention to:
Communication Style: Is their tone relaxed, friendly, and supportive—or more formal? Do they communicate clearly and confidently in a style that aligns with yours?
Understanding of Rural Life: Do they have experience with, or genuine appreciation for, regional businesses and rural lifestyles? Can they adapt to your flexible schedule or family commitments?
Values Alignment: Do their values resonate with yours—integrity, community spirit, reliability, and genuine care? Trust your intuition on this.
Cooee Tip: Ask open-ended, scenario-based questions like: “How would you handle a client deadline if a family emergency arose?” “Can you describe a time when you had to adapt quickly due to changing circumstances?”
These insights ensure they’re flexible enough to thrive in your dynamic rural environment.
Step 4: Communication Is Everything
Clear, regular communication builds trust and mutual understanding. Early on, set clear guidelines around:
Preferred Communication Channels: Do you prefer emails, weekly Zoom check-ins, phone calls, WhatsApp, or Slack?
Response Times: Agree upfront—how quickly do you need responses? Can your VA realistically match your expectations?
Feedback and Reviews: Schedule regular catch-ups to review work, provide feedback, and continually align expectations. Don’t wait for problems—address things proactively.
Cooee Tip: Embrace the power of “virtual cuppas.” Short weekly Zoom calls (with a coffee!) can boost morale, clarify tasks, and strengthen bonds—especially when face-to-face isn’t possible.
Step 5: Design Flexible Hours & Clear Packages
Many rural women entrepreneurs have unique scheduling needs—juggling farming responsibilities, family time, volunteering, or community events. Clearly communicate your desired flexibility upfront.
Flexibility Options: Mention if you prefer fixed weekly hours, project-based milestones, or month-to-month flexibility.
Service Packages: Clearly outline available packages or service tiers. Provide options that match both your needs and your VA’s capacity—e.g.:
Starter Pack: 5 hours/week
Business Booster: 10-15 hours/week
Ultimate Growth: 20+ hours/month plus specialised tasks (marketing, design, admin).
Cooee Tip: Offer a trial month to test the fit, ensuring both parties feel comfortable and confident moving forward.
Finding the Perfect Rural VA Partnership
As a regional entrepreneur, your business is personal. It reflects your community values, family priorities, and unique way of life. Finding a VA who not only gets the tasks done but truly shares your values and vision can transform your business—and your day-to-day life.
Approach hiring your VA not just as filling a role but as welcoming a trusted partner into your rural business journey. When done thoughtfully, hiring the right VA is one of the most rewarding steps you can take toward sustainable growth and greater well-being.
Bonus: Your Quick Hiring Checklist
Use this easy checklist as you go through your hiring process:
✅ Identify exact tasks needing delegation
✅ Clearly outline your rural values and expectations in your job description
✅ Highlight your preferred hours and/or service packages that work for you
✅ Conduct thorough, friendly interviews to ensure personality alignment
✅ Agree on clear communication expectations upfront
✅ Offer a paid trial to confirm mutual suitability by working on a small project
✅ Regularly revisit and adjust arrangements as your business evolves
“Have questions? Drop a comment below. We’d love to help you find your perfect VA match!”
by Libby Roesner*
Dr Libby Roesner is the co-founder of The Virtual Cooee, an innovative platform designed to empower rural and regional women by connecting them with diverse business opportunities. Originally from Sydney, Libby's career path led her to Condobolin, a small town in the heart of rural NSW, where she embraced roles as diverse as an Agronomist, Soil Scientist, Landcare Coordinator, TAFE Teacher, and Farmer.
During a transformative sea change to Hervey Bay during the COVID pandemic, Libby discovered a way to use her diverse skills while travelling in a caravan as a Virtual Assistant, a role through which she supports rural businesses navigating modern challenges. Her journey, marked by courage, dedication, and a deep commitment to rural communities, fuels her vision for The Virtual Cooee. Libby is passionate about leveraging her rich background to foster opportunities that allow women to excel professionally, irrespective of their geographic constraints. Outside her professional life, Libby finds joy in her family and nature, as well as dancing, martial arts, gardening and drawing, reflecting her multifaceted life and commitment to her community.
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