Process: VA Onboarding — Master Process
Owner: HR / Recruiting Lead
Applies to: All virtual-assistant roles
Trigger: Approved hiring need
Exit: Offer sent or candidate rejected
Purpose and Gate
Advance only candidates who meet the required skill, aptitude, English-fluency, and behavioral standards. No candidate may proceed to Step 2 until every requirement is complete.
1. Recruiting and Intake
Publish the approved role description, collect applications through the designated channel, and review experience, writing clarity, grammar, attention to detail, and availability. Reject applicants who do not meet baseline requirements.
2. Initial Screening
Review the application and résumé, confirm basic qualifications, and conduct an initial screen.
3. Aptitude Testing
Send the candidate the approved aptitude assessment. Require completion in one sitting and record the score and completion date to assess logic, reasoning, and problem solving.
4. English Verification
Candidates must meet CEFR C1 or C2. Require a CEFR-aligned assessment whose result explicitly states C1 or C2, document the result, and conduct a live video or phone verification using unscripted, scenario-based questions. Confirm natural conversation, comprehension, professional tone, emotional handling, and direct thinking in English. A test score alone is insufficient; failure is an automatic rejection.
5. Behavioral and Role-Fit Review
Require the Tony Robbins DISC assessment for every candidate. Review trait ranking, not just raw percentages. For PM, leadership-track, and proactive roles, a preferred profile has D ranked first or tied first, I second or third, C in the middle, and S lowest or second lowest.
Record the result as:
PASS — good role fit
- CAUTION requires manager review
- REJECT — significant mismatch
6. Structured Interview and Decision
Conduct the structured interview, review aptitude, English, DISC, and interview results, make the hiring recommendation, and record the final decision. Only approved candidates proceed to Step 2 — Hire and Initiate Onboarding.