How to Hire a Non-Voice Virtual Assistant (Job Description + Trial Tasks)

Not every task requires a phone call, and not every virtual assistant needs to be on the phone.

In this guide, you’ll learn exactly how to hire a skilled non-voice virtual assistant who works behind the scenes to keep your business running, managing inboxes, updating spreadsheets, responding to live chat, and more.

Whether you're using tools like Gmail, Slack, or Trello, we’ll show you how to find the right VA, what tasks to delegate, and how to set them up for success.

Don’t Need Phone Support? Choose a Smarter Option

Non-Voice Virtual Assistants are Cheaper

• Most people overlook this option when hiring support
• If calls aren’t part of your workflow, why pay for them
• Delegate email, calendar management, research, and admin tasks
• Get focused, behind-the-scenes help at a fraction of the usual cost

Learn More

In This Guide, You’ll Learn:

• What non-voice virtual assistants actually do
• How non-voice support differs from voice-based roles
• The platforms and tools they work with
• How to write a job description that attracts qualified VAs
• Trial tasks to evaluate non-voice communication skills
• Interview questions and red flags to watch out for

What’s the Difference Between Voice and Non-Voice Virtual Assistants?

Voice Virtual Assistants handle real-time spoken communication like inbound and outbound phone calls, cold calling, appointment setting, and voice-based customer support.

Non-Voice Virtual Assistants focus entirely on text-based work. This includes email replies, live chat, social media direct messages, support tickets, spreadsheet work, data entry, and backend tasks.
These roles are ideal for businesses that prioritize written communication or want to avoid language barriers, phone handling, or time zone conflicts.

See more details on the difference between voice and non-voice VAs >>

What Can a Non-Voice Virtual Assistant Help With?

A skilled non-voice VA can handle your most time-consuming text-based tasks with accuracy and professionalism.

Inbox & Email Support

• Respond to general inquiries using templates or freeform
• Prioritize and flag important emails for review
• Manage shared inboxes for sales or support

Live Chat or Ticket Management

• Handle customer questions using tools like Crisp, Tawk.to, Intercom
• Escalate issues to the right team when needed
• Maintain chat response SLAs and improve CSAT

Data Entry & Spreadsheet Updates

• Input and verify data in Google Sheets or Excel
• Update customer records in CRMs
• Track orders, inventory, or support requests

Order Processing & Account Support

• Verify order info and send confirmation messages
• Manage refunds, shipping issues, and follow-ups
• Update CRM with order notes and status

Documentation & Knowledge Base Support

• Draft SOPs and help docs
• Organize internal files in Google Drive or Notion
• Maintain FAQ templates and saved replies

Social Media Messaging Support

• Respond to Instagram, Facebook, or LinkedIn DMs
• Route leads to the right team member
• Flag complaints or urgent requests

Why Hire a Non-Voice Virtual Assistant?

No Phone Work Needed

Perfect for businesses that operate through email, chat, or ticketing systems.

Written Communication First

Non-voice VAs are often better at structured communication and documentation.

Lower-Cost Alternative to Voice Support

No need to pay for fluent phone English or call-center experience. See how much a non-voice VA costs >>

Easier to Train and Scale

Text-based workflows are easier to standardize with templates and SOPs.

Step-by-Step: How to Hire a Non-Voice Virtual Assistant

Step 1: Define the Tasks You Want to Delegate

Examples:

• “I need someone to clear out inbox messages every day.”
• “We need help updating Google Sheets and sending follow-ups.”
• “Live chat is going unanswered—someone needs to monitor it daily.”

Don’t overthink it. Start with 1–2 recurring, text-based tasks.

Step 2: Choose Where to Hire Non-Voice VA Support

Pre-vetted virtual assistants (VAs) save time and reduce the risk of communication gaps.

Step 3: Write a Non-Voice VA Job Post

Include in your job description:

• Required platforms (Gmail, Intercom, Trello, etc.)
• Type of tasks (chat, inbox, spreadsheets, social DMs)
• Hours of overlap if needed
• Expectations for turnaround and escalation
• A short written prompt to test clarity

Sample Job Description

Title: Non-Voice Virtual Assistant (Email, Chat, Admin Tasks)
Rate: $6–$15/hour
Availability: 20–40 hours/week with some U.S. time zone overlap

We’re hiring a reliable, text-first virtual assistant to help with inbox support, chat responses, and internal data entry. You should have strong written English, a detail-oriented mindset, and experience working with remote teams.

Key Responsibilities:

• Reply to emails using templates or custom responses
• Monitor live chat and route requests appropriately
• Enter data into spreadsheets and update task boards
• Maintain internal documentation and SOPs

Preferred Tools: Gmail, Trello, Intercom, Google Sheets, Notion, Slack

How to Apply: Include the word “detail” in your subject line and write a short email responding to a customer asking, “Where’s my order?”

Step 4: Interview Questions to Ask a Non-Voice Virtual Assistant

What types of non-voice tasks have you handled before?

• Look for ticketing, email, data, and document support

How do you ensure clarity in written replies?

• Tests tone, grammar, and written style

What tools do you use to manage tasks or inboxes?

• Evaluate software experience and organization

How do you handle a confusing or unclear message from a customer?

• Shows problem-solving and follow-up

Have you worked in roles where chat or email speed was tracked?

• Great for understanding SLA-driven support

Can you give an example of improving a support process or document?

• Shows initiative and writing skills

Can you rewrite this rough customer reply to sound more professional?

• Real-world test of tone and formatting

Step 5: Trial Tasks to Test a Non-Voice Support VA

Task 1: Respond to a Sample Email

• Prompt: Write a reply to a confused customer about a delayed order.
• Tests: Tone, clarity, grammar
• Ideal Outcome: Clear, empathetic, and helpful message

Task 2: Tag and Categorize Support Tickets

• Prompt: Label 10 mock tickets with issue type and urgency.
• Tests: Judgment and organization
• Ideal Outcome: Accurate categorization, no inconsistencies

Task 3: Draft a Knowledge Base Entry

• Prompt: Turn a list of steps into an internal help article.
• Tests: Writing clarity and formatting
• Ideal Outcome: Easy-to-read doc with structure

Task 4: Update Spreadsheet Entries

• Prompt: Add and update 10 rows of mock data from chat logs.
• Tests: Data handling and accuracy
• Ideal Outcome: Clean and complete records

Task 5: Monitor Chat and Escalate Issues

• Prompt: Review three chat transcripts and determine next steps.
• Tests: Prioritization and escalation judgment
• Ideal Outcome: Properly flagged and routed tickets

Task 6: Rewrite a Template Reply

• Prompt: Make an outdated customer response sound modern and on-brand.
• Tests: Copywriting and style
• Ideal Outcome: Clean, friendly, aligned with tone

Task 7: Organize a Shared Google Drive Folder

• Prompt: Sort files into folders based on category and name conventions.
• Tests: Logic and attention to detail
• Ideal Outcome: Intuitive structure with no errors

Tools Non-Voice Virtual Assistants Should Know

Example: How a Non-Voice VA Took Over Daily Support Tasks

A busy eCommerce brand needed help with growing email volume and live chat support, but didn’t want to hire a phone-based agent.

After hiring a non-voice virtual assistant:

•  Daily inbox was cleared before noon every day
•  Live chat response time dropped to under 2 minutes
•  Data entry into the CRM was 100% accurate
•  Customer templates were updated and standardized
•  No customer issues needed voice calls

Now the founder reviews a daily summary, while the VA handles all frontline written support.

Final Thoughts: Let a Non-Voice Virtual Assistant Handle the Text-Based Work

You don’t need to spend hours answering emails or managing spreadsheets. A non-voice virtual assistant can take over written communications, internal updates, and operational tasks, without ever jumping on a call.

Start with your inbox or chat support. Within weeks, you’ll wonder how you ever handled it all yourself.

Don’t Need Phone Support? Choose a Smarter Option

Non-Voice Virtual Assistants are Cheaper

• Most people overlook this option when hiring support
• If calls aren’t part of your workflow, why pay for them
• Delegate email, calendar management, research, and admin tasks
• Get focused, behind-the-scenes help at a fraction of the usual cost

Learn More

Frequently Asked Questions

What is a non-voice virtual assistant?

A non-voice VA handles email, chat, documentation, and data entry—no phone calls or voice work required.

How much do non-voice VAs cost?

Rates typically range from $6 to $20/hour, depending on skill and region.

Do I need to train them?

Yes, but non-voice roles are easier to train with Loom videos, templates, and written SOPs.

Is written English a requirement?

Yes. Non-voice assistants should have strong grammar, tone, and writing clarity.

Can I hire one part-time?

Absolutely. Many start with 10–15 hours/week and increase as they prove valuable.

What kinds of businesses hire non-voice VAs?

eCommerce, SaaS, coaches, content creators, and anyone who communicates via email, chat, or internal systems.