Let’s start with an interview checklist and then explore how a Virtual Assistant (VA) can assist in the hiring process.

Interview Checklist

Define Job Requirements:

  • Clearly outline the skills, qualifications, and experience needed for the role.
  • Specify any soft skills or cultural fit considerations.

Create a Job Description:

  • Develop a comprehensive job description, including responsibilities and expectations.
  • Make it appealing to attract suitable candidates.

Choose Interview Panel:

  • Select individuals from different departments or levels to ensure a well-rounded assessment.
  • Choose Interview Panel:
  • Select individuals from different departments or levels to ensure a well-rounded assessment.

Review Curriculum Vitae (CV):

  • Screen CVs to shortlist candidates based on the defined criteria.
  • Note key achievements and potential areas for discussion.

Prepare Interview Questions:

  • Develop a set of structured questions related to the job and company culture.
  • Include behavioural questions to gauge past experiences.

Coordinate Interview Schedule:

  • Set up a convenient interview schedule for both the panel and candidates.
  • Provide clear instructions and details about the interview process.

Create Evaluation Criteria:

  • Establish a scoring system or evaluation criteria to objectively assess each candidate.

Conducting the Interviews:

  • Begin the interview with a brief introduction to put candidates at ease.
  • Ask questions and actively listen to responses.
  • Evaluate both technical skills and cultural fit.

Gather Feedback:

  • Use a standardised feedback form for consistency.

Check References:

  • Contact references provided by the candidate to validate qualifications and work history.

Follow-Up Communication:

  • Inform candidates about the next steps in the process.
  • Provide feedback to unsuccessful candidates respectfully.

How a Virtual Assistant Can Help:

Resume Screening:

  • Task a VA with the initial screening of CVs, flagging qualified candidates based on predefined criteria.


  • Have a VA manage the interview schedule, coordinating availability between panel members and candidates.

Candidate Communication:

  • Use a VA to send initial interview invitations, follow-up emails, and updates to candidates about their status in the hiring process.


  • Task a VA with conducting online research on shortlisted candidates to gather additional insights for the interview.


  • Have a VA create and maintain a centralised and standard document for interview feedback, making it easier to compare candidates.

Reference Checks:

  • Assign the VA to conduct reference checks by reaching out to provided contacts and summarising the feedback.

Post-Interview Communication:

  • Use a VA to send personalised thank-you emails to candidates and update them on the hiring decision.

By delegating these tasks to a VA, you free up valuable time for the hiring team to focus on the core aspects of the interview process. It streamlines the workflow, ensures consistency, and enhances the overall efficiency of the hiring process.