Virtual Assistant Support: Intake Form

Virtual Assistant Support: Intake Form

Please fill this out, and we'll be in touch with you soon to schedule an alignment call and begin the process of matching you with a VA!
Our boutique virtual assistant agency specializes in pairing solopreneurs with top-tier assistants skilled in administrative, operational, and social media support.

What sets us apart is the high-touch, personalized support we offer throughout your collaboration — not just for you, but for your VA, too. We provide ongoing professional development and 1:1 coaching to ensure both of you are set up to thrive.

For a one-time $150 matching fee, we’ll carefully pair you with an assistant tailored to your specific needs. You’ll have the opportunity to review their interview, portfolio with work samples, introductory video, and then interview them and confirm the fit. From there, we’ll walk you through onboarding and building a delegation plan during your first few months, supporting your and your VA to lay a solid foundation for long-term success. You can learn more about our approach and our team on our website.

Our flexible packages are designed to meet your needs, wherever you are:
- 20 hours/week (80 hours/month): $1,600/month
- 15 hours/week (60 hours/month): $1,260/month
- 10 hours/week (40 hours/month): $880/month
**Note: 40 hours/month is the lowest tier we offer.

Complete this form to help us identify the perfect VA for you, and I’ll reach out personally to schedule a call with you. You can also email us at support@expand-your-capacity.com with any questions.

In partnership,

Sonya Mehta, Founder & CEO | expand-your-capacity.com
Name*

First NameLast Name
Email*
example@example.com
Location & Time Zone*
Phone Number*
Please enter a valid phone number.Format: (000) 000-0000.
Title/Role*
Business/Organization name & website*
Date of submission *

MonthDayYear
Date
I am interested in hiring a virtual assistant because...*
Have you had an assistant before?*

I used to have oneI have one but I'm transitioningI have one (or more) already, and this will be an additional hire to my teamI've never had oneOther
Which of these best describes what you're looking for in a VA?*

Primarily, someone with project management & admin expertise (less on the content creation/design side)Primarily, someone with social media, design, and marketing expertise (less on the admin side)A balanced blend of both project management and design/marketing expertiseOther
Which of these business operations tasks are you looking to delegate?*

Scheduling meetingsManaging work emailsMaking and sending invoicesFollowing up with outstanding invoicesMaking client proposals and/or contracts, and gathering signaturesCreating posts for social mediaGenerating leadsManaging your CRMKeeping digital files organizedCategorizing transactions and filing receiptsCreating Eventbrites or other event managementOrdering suppliesCreating newslettersLead generationManaging digital salesManaging mailing list subscribersUpdating your websiteTranscribing audioEditing videos or making reelsTracking the completion of recurring projects (like a weekly podcast, or monthly event)Making slide decksSigning documentsCommunicating with your clientsPaying contractorsBookkeeping: categorizing transactions, reconciling accounts, creating monthly reportsManaging billing and subscriptionsOther
Which of these personal tasks are you looking to delegate?*

Managing personal email inboxResearching options for online purchasesBooking travelCreating itinerariesOrganizing my photosOrganizing my digital files on Google Drive or another serverCreating event invite listsTracking event RSVP’sResearching cateringSending holiday cards to your loved onesCollecting personal informationMaking and managing personal appointments (medical, dental, haircuts, etc.)Troubleshooting digital issuesManaging subscription payments & account infoOrganizing my passwords, creating a password management systemCalling customer service to solve unexpected issuesPersonal research around needs related to health, family, pets, home care, etc.Personal document management (driver’s license, credit cards, forms to fill out, etc.)Tracking package deliveryOther
Of the above list, I feel ready to begin making a plan to delegate these 3 types of tasks:
Given the areas of support I listed above, my VA needs to have these skills and capacities on day 1:
What online platforms do you currently use for project/task management, client management, contrating, document organization, bookkeeping, content creation, social media, etc.? *
We'll try to match you with a VA who is well-versed in the majority of platforms you use, and will support them with training for any that are new for them.
In this list of character and personality traits, these are *most* important to me, and I will gauge for them in the interview process (Select your top 3-5)*

Receptive to feedbackOrganizedDetail-orientedReliableCreative problem-solverArtistic/aesthetically orientedIndependentHonest when they don’t understand somethingGrowth-orientedProactiveValues-alignedSense of humorFlexibleClear communicatorOther
As you reflect on the time you currently spend on the tasks above, and how much support you’d like, how many hours per week would you like to hire your VA? [Note: at this time, 10 hours/week is the lowest tier we offer]*

20 hours/week = 80 hours/month >> $1,600/month [$20/hour]15 hours/week = 60 hours/month >> $1,260/month [$21/hour]10 hours/week = 40 hours/month >> $880/month [$22/hour)Other
How long do you anticipate needing VA support if the partnership is a good fit? (We prioritize long-term collaborations but also offer flexibility with a 14-day notice for termination.)*

Less than 3 months (our services are likely not a good fit, in this case)3-6 months (our services may not be a good fit, in this case)6-12 months1 year or more (our services are most aligned with those in this category)
Will you need support at specific times of the day, week, or month? If so, list the times you'll need live support here, and we will do our best to accommodate.*
For example, if you need your VA to support managing live Zoom sessions for your organization, please list the days and times those occur. Or, if you have a standing team meeting that the VA would need to attend, please share details.
On what timeline are you hoping to hire your VA? (Note: we can get you launched within a week or two of filling out this form, if you're ready now)*
On what time zone do you typically work?*

PSTCSTMSTESTOther
If you're applying for a VA on behalf of an organization, who will be this VA's direct supervisor? This person would need to be available to meet at least weekly with the VA, and have the capacity to provide guidance, support, direction, and feedback to the VA. (If you're just applying on your own behalf, please write N/A)
With all of this info, create your vision for your ideal VA, including how you'd like to feel in your partnership, values you will embody in your work together, the type of leadership you will bring to your collaboration, and how you will navigate challenges (write out at least 3-5 sentences):*
How comfortable do you feel with designing a delegation plan for your VA? What support around delegation, management, and training would be most helpful, as you’re getting your VA onboarded and set up for success?
To ensure a successful, mutually-benficial partnership with your VA, please review and agree to the following terms (all are required to proceed with the process):*

I understand that onboarding a VA requires an initial investment of time and energy. I commit to being available for at least 30 minutes each week to provide my VA with guidance, direction, and feedback to set us both up for success.I confirm that I will not be offline for extended periods within the first month of hiring my VA. (If you will be offline for a week or more, please plan to launch your engagement afterwards, and indicate this in the timeline section above)I am financially prepared to invest in this partnership, with a budget for my monthly package and the one-time $150 matching fee.I understand that once I receive a VA match via email, I’ll have 7 days to interview and decide whether to move forward. If I choose to proceed, I’ll need to begin my contract within 14 days of receiving the match, or the VA may be released to work with other clients.
How did you learn about this service? If someone referred you, please share their name here.
Questions or additional notes (optional):
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