Hiring a Virtual Assistant: A Game-Changer for Dog Daycare & Boarding Professionals

As dog daycare and boarding businesses grow, so do the demands on their owners and managers. Between client communication, reservation approvals, hiring, training, scheduling, invoicing, and social media, it’s easy to feel stretched thin. That’s where a Virtual Assistant (VA) can step in—not just as a helper, but as a strategic asset.

💡 What Is a Virtual Assistant?

A virtual assistant is a remote professional who provides administrative, secretarial, or creative support to companies. They manage day-to-day tasks like email correspondence, scheduling, invoicing, and customer service—all without being physically present. Think of them as your digital right-hand, helping your business run smoothly behind the scenes.

🐶 Why Dog Care Professionals Should Consider a VA

Here’s how a VA can lighten your load:

Reservation Management: Set clear parameters (e.g., check every 4 hours or during peak times) to ensure bookings are approved promptly—even after your receptionist logs off.
Client Communication: VAs can handle email replies, send confirmations, and follow up on inquiries with professionalism and empathy.
Social Media & Marketing: From scheduling posts to responding to comments, they can help maintain your online presence.
Billing & Invoicing: Let them track payments, issue invoices, and follow up on outstanding balances.
Scheduling & Admin: They can manage calendars, coordinate staff meetings, and organize digital files.

📝 How to Get Started

Many facility owners say, “I’d love a VA—I just don’t know where to start.” Here’s a simple roadmap:

Make a Task List
Write down every administrative task you handle. Estimate how much time each one takes weekly.
Create a Job Post
Use your task list to write a clear job description. You can find a Virtual Assistant job template on LinkedIn to guide you.
Find Candidates
Post in local Facebook mom or community groups, your personal social media, or VA-specific platforms (such as Belay, Upwork, or Fiverr). Ask for resumes and samples of work.
Screen Applicants
Ask for resumes and writing samples. Exchange a few emails to assess tone and clarity. Look for responsiveness and professionalism. A quick back-and-forth can reveal a lot.
Interview Thoughtfully
Schedule a phone or Zoom interview. If local, consider an in-person meeting. Look for warmth, clarity, and reliability. Ask scenario-based questions (e.g., “How would you respond to a late reservation request?”)
Train Smart
Use Zoom to walk through your systems and processes. Share your screen, record the session, and encourage them to take notes or record it themselves.
Set Expectations & Pay Structure
Since you’ve already estimated task time, offer a flat weekly or biweekly rate. Start part-time and scale up as they grow more confident.
Monitor & Adjust
Review their work weekly for the first month. Offer feedback and refine processes.

🕒 Setting Realistic Expectations

While your facility may operate long hours and your website is always live, VAs are not typically expected to be available 24/7. Most work within defined blocks (e.g., 10–20 hours/week) and respond to messages within a set timeframe. You can set scheduled check-ins (like every 4 hours during evenings) without expecting constant monitoring.

For more guidance on setting healthy boundaries and realistic expectations, check out:

Real-World Tip: Reservation Monitoring

If your facility sees 80% of reservations after hours, make sure your VA knows to check the system frequently in the evening. This ensures no booking slips through the cracks and keeps your clients happy.

🐾 Final Thoughts

Hiring a Virtual Assistant isn’t just about offloading tasks—it’s about reclaiming your time, improving client experience, and creating space to grow your business. Whether you’re juggling reservation requests after hours or struggling to keep up with emails, a VA can help you stay responsive without burning out.

Start small. Be clear. Set boundaries. And remember: the goal isn’t to be available 24/7—it’s to build a support system that works for you, your team, and your clients.

Your facility deserves to run smoothly behind the scenes, just like your dogs deserve a calm, well-managed environment. A great VA can help make that happen.

Check out this webinar where Eve talks about the Dog Handler Academy virtual assistant team!