How to Hire and Manage a World-Class Virtual Assistant for Your Fitness Business

If you’re spending your days bogged down in $10 an hour tasks, then you’re robbing yourself of opportunities to focus on the $100+ an hour work that actually drives your business forward.

The truth is, most fitness business owners get stuck in a cycle of emails, DMs, admin, and problem-solving — leaving little energy for the big-ticket work like marketing, sales, leadership, and growth.

The solution? Hire a world-class virtual assistant (VA).

In this article, I’ll break down exactly why every fitness business owner should have a VA, what they can do for you, where to find them, and how to set them up for success.

Why Every Fitness Business Owner Needs a Virtual Assistant

Think about how much time you currently spend:

  • Answering emails and DMs
  • Updating payment details for members
  • Fixing app booking issues
  • Chasing up team questions
  • Editing videos, creating graphics, or managing social posts

Individually, these tasks don’t seem like much. But combined, they eat up 10+ hours a week — time that could be invested into high-impact work.

By hiring a VA, you buy back time. That means:

  • More focus on marketing and sales
  • More space for creativity and problem-solving
  • Less stress and overwhelm
  • The freedom to grow your business faster

The Delegation Ladder: What Tasks Should You Hand Over?

One of the most powerful concepts in business is delegate to elevate. The goal is to continually delegate low-value tasks so you can elevate your focus to higher-value areas.

Here’s the simple hierarchy:

1. Admin Tasks (Delegate First)

  • Emails, DMs, payment queries, booking support, reporting, document organisation.
  • These tasks can easily be outsourced for $5–$10 per hour offshore.

2. Coaching Tasks (Minimise, Don’t Eliminate)

  • Many fitness business owners love coaching, and that’s fine but too much coaching limits growth. Aim for 5–15 hours a week, leaving room for leadership and business growth.

3. Marketing, Sales, and Leadership (Your Focus)

  • These are the tasks that move the needle: content creation, lead generation, client acquisition, and team development.

What Can a Virtual Assistant Do?

The short answer: almost anything.

But here’s a smart way to decide:

Category 1: Tasks You’re Currently Doing (But Shouldn’t Be)

Use the LEAD Formula:

  • L – List: Track every activity you do in 15-minute increments over 3 days.
  • E – Eliminate: Remove time-wasters (pointless meetings, excessive scrolling).
  • A – Automate: Use tools like Go High Level to automate repetitive processes.
  • D – Delegate: Hand over $10–$30 per hour tasks to your VA.

Category 2: Tasks You’re Not Doing (But Should Be)

These are growth activities that keep getting pushed aside:

    • Creating onboarding systems and client gift packs
    • Setting up traffic light retention systems
    • Improving follow-up and engagement campaigns

    A VA makes these possible.

    Where to Find a Virtual Assistant: 3 Proven Options

    There are three main paths to hire offshore talent, each with pros and cons.

    1. Outsourcing Platforms (Upwork, Fiverr)

    • Best for project-based work (graphic design, research, funnel builds).
    • Great way to ‘test the waters’ before committing.
    • Cost-effective, but not always consistent for long-term hires.

    2. Agencies (e.g. Outsourcing Angel)

    • They handle recruitment, contracts, payments, and replacements.
    • Perfect if you’re new to outsourcing and want support.
    • More expensive ($12–$25 per hour vs $5–$10 direct).

    3. Direct Hiring (OnlineJobs.ph, FreeUp)

    • Full control, cheapest rates ($5–$7 per hour).
    • You’ll need to do the heavy lifting: filtering applications, contracts, training.
    • Best for experienced business owners who know what they want.

    How to Onboard Your VA for Success

    Recruitment is just the beginning. The real magic happens in the onboarding process.

    Steps to Onboard Effectively

    1. Strong Job Advert – Be clear on responsibilities, culture, and values.
    2. Shortlisting Test – Add a filter in the application (e.g. submit a short video or cover letter).
    3. Interviews – Assess internet reliability, English skills, and working environment.
    4. Paid Test Project – Assign a small, relevant task (e.g. create a Facebook ad or audit Instagram).
    5. Contracts and SOPs – Have clear checklists, Standard Operating Procedures (SOPs), and Key Performance Indicators (KPIs).
    6. Daily Training (First 2 Weeks) – Spend at least an hour per day ensuring they understand your business, values, and systems.

    Remember: this is a short-term investment for long-term gain.

    How to Manage Your Virtual Assistant Long-Term

    Many business owners fail with VAs because they abdicate responsibility. Don’t assume your VA will ‘just know’ what to do. Instead, manage them like a local team member.

    Our Management Rhythms

    • Daily Huddles (via Slack): 3 quick updates — yesterday’s work, today’s focus, questions.
    • End-of-Day Reports: Simple list of completed tasks for accountability.
    • Weekly Department Meetings: Review KPIs, progress, and challenges.
    • Upskilling via Courses: Platforms like Udemy help VAs level up (e.g. Canva, Go High Level, YouTube optimisation).

    Recognition also matters. Celebrate wins, reward great performance, and integrate them into your culture. The stronger the relationship, the better the results.

    Common Mistakes to Avoid When Hiring a VA

    1. Hiring Without Clarity – No clear job description or expectations.
    2. Abdicating Responsibility – Leaving them to ‘figure it out’ instead of managing.
    3. Part-Time Hiring – If they juggle 5 clients, you won’t get their best. Aim for full-time.
    4. Letting Standards Slip – Always enforce processes (daily check-ins, reporting).
    5. Not Integrating Them into Culture – Treat them as part of your core team, not a side project.

    FAQs on Hiring Virtual Assistants for Fitness Businesses

    1. How much does a VA cost?
    Typically $5–$7 per hour direct, or $12–$25 per hour through an agency.

    2. What’s the first task I should delegate?
    Admin work like emails, DMs, and payment updates. These free up hours instantly.

    3. Can a VA help with sales and marketing?
    Yes. Many fitness businesses use VAs for social media engagement, lead follow-up, and booking appointments.

    4. Do I need them full-time?
    Ideally yes. Full-time VAs are more committed and focused than those juggling multiple clients.

    5. How do I ensure quality work?
    Use SOPs, KPIs, and regular check-ins. Clear systems = consistent performance.

    6. What if my VA doesn’t work out?
    That’s why a probation period and test projects are essential. Agencies also provide replacements.

    Final Thoughts

    Hiring a virtual assistant is no longer a luxury, t’s a necessity. By delegating low-value tasks, you create the space to focus on sales, marketing, leadership, and growth.

    Remember:

    • Start with admin tasks.
    • Choose the right hiring method for your stage.
    • Invest in onboarding and training.
    • Manage your VA with clear systems and communication.

    When done well, your VA becomes the engine of your business, giving you time, focus, and freedom to grow.