Most entrepreneurs know that technical skills and experience are important when hiring help. But in reality, the qualities of a great virtual assistant go far beyond having a fancy resume or mastering all the latest tools.
In fact, some of the most impactful traits are about attitude and mindset. Think about it – an assistant who is proactive, eager to learn, and resilient can move your business forward, while one who lacks those traits might hold it back.
Modern businesses thrive on adaptability and collaboration. The best virtual assistants bring intangibles that benefit the whole team. They have the courage to speak up when it counts, the humility to learn and improve continuously, and the grit to figure things out when tasks get tough. These qualities create a partnership where the VA isn’t just “checking off tasks,” but actively contributing to the growth and efficiency of the business.
The idea is simple: you don’t need a “perfect” assistant who never makes a mistake. You need someone who puts in genuine effort and uses their best judgment to help your business succeed.
In this article, we’ll break down why courage, humility, and grit are so important in the virtual assistant world, and how each one can make a real difference. We’ll also share tips for entrepreneurs to encourage these traits, and for VAs to cultivate them, so that you can build a truly effective working relationship.
When Key Qualities Are Missing
Let’s start with a scenario that illustrates the pain points. Imagine you’ve hired a virtual assistant who looks great on paper – relevant skills, good references, but in practice, something is off. They never speak up if they notice a problem. They avoid asking questions when something is unclear. And whenever a task becomes challenging, they seem to give up or bounce it back to you.
What does that mean for you and your business?
- Issues go unreported and snowball into bigger problems. (If an assistant spots a scheduling conflict but stays silent, you might miss an important meeting or deadline.)
- Tasks come back incomplete or incorrect because the assistant didn’t seek clarification or admit they were confused.
- You’re forced to step in frequently, effectively doing the job you hired them to do whenever things get tough.
In short, a VA without courage, humility, or grit can become a liability instead of an asset. The whole point of having an assistant is to reduce your workload and stress. If you’re constantly double-checking their work, fixing avoidable errors, or handling the “hard parts” they dropped, then you’re not getting the support you need.
Why it matters: Business moves fast. Small errors or delays can have big consequences. If your assistant is too timid to alert you to a potential mistake, you could end up discovering it when it’s too late to fix. If they aren’t willing to learn or adapt, their usefulness will plateau while your business evolves. And if they lack perseverance, you’ll always wonder if a task will actually get done or if you’ll have to swoop in last-minute.
This undermines your confidence in delegation – you might start thinking, “It’s just easier to do it myself,” which defeats the purpose of hiring a VA.
These pain points not only affect outcomes (missed deadlines, errors, etc.), but also the working relationship. Trust erodes when you can’t rely on someone to speak up or push through challenges. You may find yourself hesitant to delegate important tasks, which means you’re back to being overburdened.
Now, let’s flip the script and talk about the solution: the key qualities that prevent these issues and make a virtual assistant truly valuable.
3 Qualities That Define a Great Virtual Assistant
To transform a virtual assistant from a basic task-doer into a genuine business asset, focus on cultivating these three qualities:
1. Courage to Speak Up
A great virtual assistant is your ally, and allies speak up. Courage in this context means the willingness to voice concerns, ideas, or questions without fear. It’s about having the confidence to say, “I think there’s a problem here,” or “I have a suggestion that might help,” even if it’s a little uncomfortable to do so.
Why is courage to speak up so important? Because silence can be costly. If something’s going wrong and no one tells you, it only gets worse. For example, if your VA notices that an order fulfillment isn’t going to ship on time, you want them to alert you immediately, not hope it sorts itself out. If they have an idea to improve a workflow, you’d likely want to hear it, because it could save time or money.
Google’s famous Project Aristotle study on team effectiveness found that the number one factor in successful teams was psychological safety – essentially, a climate where people feel safe to speak their minds. In teams with high psychological safety, members are comfortable being themselves and voicing their opinions, and these teams tend to perform best.
The parallel for a VA is clear: when your virtual assistant feels free to speak up, you gain an honest collaborator, not just a silent worker.
How to spot or encourage courage in a VA: Look for proactive communication. Maybe during your check-ins they don’t hesitate to say, “I think we should reach out to Client X about that email, it sounded urgent,” or “Have you thought about reordering this process? It might save time.” These are signs you have a VA who isn’t just doing tasks, but thinking about the business.
If you have a VA who seems hesitant, remind them explicitly: “I value your input – please let me know if you see any issues or have ideas.” Sometimes a little encouragement is all it takes to unlock their voice.
In short, a VA with the courage to speak up will act as your extra eyes and ears. They’ll help catch mistakes you might overlook and share ideas you hadn’t considered. That kind of candid communication is invaluable for any busy entrepreneur.
2. Humility to Learn and Adapt
No one likes working with a know-it-all. In reality, no one knows it all, especially in a fast-evolving business environment. That’s why humility is such a critical quality. For a virtual assistant, humility means being open to feedback, willing to learn new things, and comfortable with the idea that there’s always room to improve.
A humble VA does things like:
- Ask clarifying questions. If instructions were a bit unclear or if they’re unsure about how you prefer something, they’ll ask rather than make assumptions. This prevents small misunderstandings from turning into big errors.
- Admit mistakes and fix them. We all mess up sometimes. A humble assistant might say, “I apologize, I missed that detail. I’ve corrected it and learned for next time,” instead of making excuses or hiding the error.
- Seek knowledge. If their role requires a skill they’re not strong in, a humble VA will take initiative to learn. They might watch tutorials on their own time or practice to get better, showing a commitment to growing in the role.
Humility is the pathway to growth. When a VA is receptive to feedback, you’ll see continuous improvement in their work. For example, if you point out a formatting issue in a report, a humble VA will not only fix it this time but also integrate that preference into all future reports. They build on critiques rather than getting defensive.
Over time, you’ll notice you have to correct them less and less, because they learn from every bit of guidance.
Research supports the power of humility in a team setting. Studies have found that humble leaders and team members contribute to higher team performance, more learning, and even greater innovation.
In practice, a humble VA helps create a positive working relationship. You as the business owner feel comfortable giving feedback, and they feel comfortable receiving it – it becomes a two-way street of communication. There’s no walking on eggshells; instead, it’s a shared goal of getting better together.
Encouraging humility starts with how you handle mistakes and questions. If you respond calmly and constructively, you signal that it’s okay not to know everything and to ask for help. On the VA’s side, practicing phrases like “I’m not familiar with this, but I’ll learn” or “Could you show me how you’d like this done?” can show humility and professionalism.
Remember, an assistant who thinks they know everything will stop growing, but one who’s humble will become more capable and valuable with each passing week.
3. Grit to Figure Things Out
Grit means perseverance and passion for long-term goals. In everyday terms for a VA, it’s the determination to see a task through even when it’s difficult, and the resourcefulness to solve problems that aren’t straightforward.
Why is grit a game-changer for a virtual assistant?
Because business tasks can be unpredictable. One day their job might be routine data entry, and the next day there’s a sudden technical glitch or a complex research assignment that wasn’t in the original plan. A VA with grit won’t back down from the challenge. They’ll roll up their sleeves and do all they reasonably can to figure it out.
That might include searching online for solutions, trying different approaches, or finding temporary workarounds. They operate with a mindset of “there’s a solution, and I’m going to find it.”
Let’s say you ask your assistant to compile a list of prospective clients in a niche industry. A task without grit ends when the usual sources don’t show results – the assistant might come back and say, “I couldn’t find many.” A gritty assistant, however, will keep digging: exploring industry forums, using advanced Google techniques, maybe even leveraging LinkedIn to find the right people. They’ll compile a solid list where others might have given up.
Angela Duckworth, the psychologist known for studying grit, found that grit is often a better predictor of success than IQ or talent. This is echoed in the workplace – an assistant with average skills but high grit can often outperform a highly skilled assistant who lacks perseverance. The gritty assistant will find a way through obstacles.
From your perspective as the entrepreneur, having someone with grit is a huge relief. It means you can delegate with confidence. You’re not going to get frequent “I can’t do this” messages. Instead, you’ll get, “It was a bit challenging, but I figured it out – here’s the result.”
Of course, if something is truly beyond their scope, a gritty VA will still let you know after putting in serious effort and coming up with suggestions or insightful questions. This saves you time because when you do get involved, they’ve narrowed down the problem.
Encourage grit by acknowledging effort, not just outcomes. If you notice your assistant went the extra mile to solve a problem, a quick commendation like, “Great job finding a workaround for that issue, I appreciate your persistence,” reinforces that their hard work is seen and valued. Over time, this builds a culture where perseverance is the norm.
In summary, focusing on these three qualities – courage, humility, and grit – addresses the root of many common issues in delegation. When these are present, you get proactive communication, continuous improvement, and reliable execution. Your virtual assistant transforms from a simple helper into a critical partner who actively propels your business forward.
How These Qualities Drive Success
It’s one thing to claim that courage, humility, and grit make a difference – it’s another to see it in action. Here are some concrete ways these qualities positively impact your business and some evidence to back them up:
Fewer Mistakes and Better Decisions: Teams that encourage speaking up tend to catch errors early and make smarter decisions. Google’s research on effective teams revealed that psychological safety (which comes from members having the courage to speak up) was the most important factor for success.
In practice, this means a VA who isn’t afraid to point out inconsistencies or voice concerns will help you avoid slip-ups. You’ll make decisions with full information because your assistant isn’t holding anything back.
Improved Team Performance: Humility in a team setting leads to a culture of learning. A study from the University of Colorado found that humble leadership resulted in higher team performance and job satisfaction.
Translate that to a virtual assistant scenario: an assistant who’s willing to learn will steadily get better at their job, which improves the overall performance of your operations. They’re more adaptable to new processes and can take on new responsibilities as your business grows, knowing they can learn what’s needed.
Higher Productivity: When a VA has grit and initiative, it often boosts productivity for both of you. Remote workers (including virtual assistants) have been found to be 13% more productive than their office counterparts on average.
One reason is fewer distractions, but another is that they often optimize their own workflows. A gritty, proactive VA might, for example, create templates for repetitive emails or set up automations for routine tasks without being asked. These small improvements accumulate, meaning more work gets done in less time.
Cost Savings and ROI: Let’s talk about return on investment. Hiring a VA already saves money – one source notes you can save up to 78% in operating costs by hiring a virtual assistant versus a full-time in-office employee. But beyond those basic savings, having a high-quality VA multiplies the ROI.
They prevent costly mistakes (which saves money), they free up more of your time (so you can generate more revenue), and they may even contribute ideas that increase efficiency or open new opportunities. Essentially, a courageous, humble, gritty VA ensures you get maximum value for the money you’re investing in their time.
Better Client and Customer Relations: How your team (including your VA) operates can be felt by your clients or customers. For instance, if your VA has the courage to speak up, they might alert you to a dissatisfied client’s subtle signals before it becomes a lost account. If they have the humility to continuously improve, they’ll get better at customer service each day.
If they have grit, they’ll solve customer issues without handing them back to you at the first snag. All of this leads to happier customers and a stronger reputation for your business.
Stronger Trust and Delegation: This is a softer benefit but a very real one. When your assistant consistently shows these qualities, your trust in them grows. You find yourself delegating more important tasks because you know they will handle them thoughtfully and persistently. This in turn allows you to focus on high-level strategy, creative work, or simply taking a break (imagine that!). It’s hard to quantify, but having true confidence in your support can be a game-changer for an overextended entrepreneur.
By investing in these qualities, you’re not just hoping your business will run better – you’re creating the conditions for it. Fewer things “fall through the cracks,” you spend less time firefighting and more time building, and the whole operation just flows more smoothly. Many entrepreneurs find that once their assistant “clicks” in this way, they wonder how they ever managed before.
How to Encourage These Qualities (Tips for Entrepreneurs and VAs)
The partnership between an entrepreneur and a virtual assistant is a two-way street. Both parties can take steps to foster courage, humility, and grit in their work together. Here are some practical tips:
For Entrepreneurs / Managers:
Set the example for open communication.
Make it clear from day one that you want your VA’s honest input. You can say something like, “If you think I might have missed something or you have a suggestion, please speak up. I appreciate an extra set of eyes.”
When they do speak up, listen. Even if you don’t follow the suggestion, thank them for sharing it. This reinforces that speaking up is welcomed.
Create a blame-free feedback culture
If your assistant makes a mistake, respond with calm problem-solving instead of anger. For instance, “Okay, this invoice was sent to the wrong address. Let’s figure out how to prevent that. Maybe we need a checklist before sending.”
By focusing on fixing the process rather than shaming the person, you encourage them to be open about errors. They’ll be less likely to hide issues and more likely to bring them to you quickly (which circles back to courage).
Encourage questions and learning
Let your VA know that it’s okay not to know something. You might say in a team meeting, “We’re all learning as we go. If anything is unclear, asking questions is a good thing.” When they do ask questions, never make them feel silly for it. Over time, this builds their confidence that they can approach you – showing your humility as a leader too.
Recognize effort and perseverance
When you notice your assistant working hard to solve a problem or staying late to finish a project, acknowledge it. A quick message: “I saw you went above and beyond to get this done – thank you!” can make their day.
It also signals that grit is appreciated in your company culture. Recognizing small wins, like mastering a new skill or streamlining a process, also fuels their motivation to keep growing.
For Virtual Assistants:
Ask for feedback and act on it
Don’t wait for annual reviews – periodically ask your client, “How am I doing? Is there anything I could improve or do more of?” This takes humility and a bit of courage. Clients will appreciate your desire to grow.
When they do give feedback (positive or negative), make a plan to implement it. If they say, “I’d like updates by noon,” make it a habit to send them by 11:50 AM. Then follow up later to ensure the adjustment meets their expectations. This responsiveness shows you not only listened but cared enough to improve, which builds trust and respect.
Speak up early (and respectfully)
If you notice a potential mistake or have a helpful idea, don’t sit on it. Practice phrasing such as, “I might have spotted an issue – could we double-check this data?” or “I have an idea that might save us some time, can I share it?”
Speaking up might feel nerve-wracking at first, but remember your client likely wants to avoid mistakes and improve things just as much as you do. Your fresh perspective is valuable.
Embrace the phrase “I don’t know – yet.”
It’s normal not to know everything. Instead of avoiding a task you’re unsure about, dive in and learn. If your client uses a software you haven’t used before, spend some of your time exploring it, watching tutorial videos, or reading documentation.
When you hit a wall, say, “I’m not familiar with X, but I’m learning it. Here’s what I’ve picked up so far – am I on the right track?” This shows humility and initiative, a combination clients love.
Develop a problem-solving routine.
When a challenging task arises, take a systematic approach. By having a method, you’ll feel less overwhelmed and demonstrate grit by methodically working through challenges.
For example:
1. Clearly define the problem or goal (sometimes writing it down helps).
2. Break it into smaller steps.
3. Research or brainstorm solutions for each step.
4. Try a solution.
5. If it fails, note what you learned and try the next approach.
6. Know when to ask for help.
By applying these tips, both the entrepreneur and the assistant contribute to a culture of openness, continuous learning, and resilience. It transforms the working relationship from simply task-based to truly collaborative. Remember, encouraging these qualities is an ongoing process – keep at it, and the results will compound over time.
Building a Stronger Partnership
In the world of virtual work, success is a two-way street. Both the business owner and the virtual assistant have roles to play in making the partnership effective and enjoyable. When courage, humility, and grit are at the core of that partnership, it’s like oil in the engine – everything runs smoother.
For entrepreneurs, the call-to-action is to invest in these qualities. When hiring, certainly consider skills and experience, but also discuss scenarios in the interview that reveal an assistant’s attitude. Ask how they handled past mistakes or tough problems.
Once you have a VA, nurture these traits: thank them for speaking up, encourage their development, and create an atmosphere where they aren’t afraid to tell you the truth. The payoff will be a trusted right-hand person who makes your life easier and your business stronger.
For virtual assistants, the call-to-action is to practice these qualities daily. It might mean stepping outside your comfort zone – like speaking up when you’d rather stay quiet, or tackling a problem that intimidates you instead of handing it off. But this is how you grow and how you prove yourself indispensable.
Clients rarely forget the assistant who caught the mistake that could have cost thousands, or who stayed calm and sorted out a crisis at 7 PM. Be that person, and you’ll not only keep your clients, you’ll turn them into your champions.
To wrap it up, let’s remember: nothing has to be perfect, but the effort and heart behind the work should always be real. The best virtual assistant is not a robot who never errs, but a human who cares – someone who cares enough to speak up for what’s right, to keep learning, and to persevere until the job is done. When you, as a business owner, find such a person and empower them, hold on tight! And if you, as a VA, embody these traits, know that you are truly valued and making a difference.
