How Does Lava Match You with the Right Virtual Assistant?

Are you worried about hiring the wrong virtual assistant?
Do you wonder how Lava connects agencies with assistants who actually understand insurance work?

Finding the right virtual assistant can feel uncertain. The wrong match will slow your progress, create rework, and waste valuable time.

At Lava Automation, our placement team reviews thousands of applicants every month and supports agencies managing billions in premium through our systems. That experience has shown exactly what it takes to connect the right assistant with the right agency.

In this article, you will see how Lava recruits, screens, and prepares each assistant so your match is reliable, confident, and ready to perform from day one.

How does Lava recruit virtual assistant candidates?

Each month, Lava receives thousands of applications from people eager to join our team. Every candidate goes through a rigorous, multi-round selection process that measures professionalism, communication, and readiness for insurance work.

Recruiters begin by reviewing resumes, writing samples, and communication assessments. Those who meet Lava’s standards move through several interviews with both recruiting and training staff. These conversations evaluate reliability, accuracy, and problem-solving ability.

Candidates who reach the final stage must complete:

Background verification through the Philippine National Bureau of Investigation

Health screening for work readiness

Technical and connectivity testing to ensure stable, secure systems

Only candidates who pass every phase are added to Lava’s approved hiring pool.

How does Lava match each assistant to the right agency?

You will meet with your assignment strategist (sales rep), who learns your systems, workflows, and communication style. That information becomes a detailed job profile used to find the best possible fit.

The HR team then filters the approved candidate pool for assistants whose experience aligns with your agency’s needs. If you require support with Excel, marketing, or accounting, only those qualified candidates are presented.

You receive resumes, writing samples, and personality profiles for review. You can interview as many candidates as you need until you feel confident in your choice. Most agencies select their assistant after meeting two or three candidates.

Once your match is chosen, onboarding begins the following Monday (Unless you sign up for one of the packages with a monthly start date).

How does onboarding prepare your assistant for success?

Training begins the moment placement is confirmed.

In our most comprehensive program, virtual assistants spend two weeks learning your systems, carriers, and compliance procedures. By week three, the assistant moves into Lava’s hybrid model that combines classroom instruction in the morning with hands-on client work in the afternoon.

In our Virtual Assistant only program, your new hire will begin their training immediately in our hybrid training model. 

This structure allows the assistant to practice directly inside your workflows while continuing to receive coaching from Lava’s training and success teams. You begin to see results quickly as they gain accuracy and confidence.

When will you start seeing results?

Most agencies notice measurable improvement within the first thirty days.

Throughout this time, trainers and Team Leads monitor performance through testing modules, skill assessments, and a final sixty-question exam before full remote work begins.

By month three, your assistant typically manages core tasks independently.

If progress stalls, Lava can create a thirty-day improvement plan with your virtual assistant, facilitated by your Account Manager. If results still fall short, a replacement is made quickly to protect your investment.

How does Lava customize training for each agency?

No two agencies operate the same way, so training is never one-size-fits-all.

Lava’s training department builds each assistant’s curriculum around the specific systems and carriers your agency uses.

Training alone is not enough. Strong remote performance depends on structure, communication, and intentional management. According to Gallup’s Guide to Hybrid Work and Managing a Remote Team, managers play a pivotal role in engagement by setting clear expectations, maintaining regular contact, and coaching remote workers.

Each module uses verified, carrier-sourced information to ensure accuracy and compliance. Trainers also coach communication, time management, and responsiveness so the assistant can operate confidently with your team.

What support continues after placement?

Lava provides ongoing development to keep skills sharp and engagement high. This includes:

Monthly continuing education sessions on policy updates, compliance, and tools

Coaching calls between virtual assistants, Team Leads, and Account Managers

Regular release of new training modules to strengthen technical and industry knowledge

Each assistant also has a dedicated trainer who tracks progress and provides long-term support. This structure keeps performance consistent and retention strong.

What results do agencies see from Lava’s matching process?

Within weeks, assistants handle renewals, certificates, and CRM updates that previously slowed licensed staff. As trust builds, agencies delegate higher-value tasks, freeing producers to focus on growth.

Because every assistant is trained to your exact workflows, they integrate smoothly and deliver consistent results without disruption.

Placing the Right Assistant the First Time

Hiring the wrong virtual assistant costs time, energy, and momentum.

Lava’s recruiting and placement process removes that risk by ensuring every assistant is screened and matched to your agency’s exact needs.

Our goal is to help agencies grow without adding stress to their operations. When you partner with Lava, you step into a placement process that brings clarity, structure, and consistency to how your virtual assistant is selected and supported.
Book a call with us to see how our matching process works firsthand and discover what the right support can do for your agency.

Frequently Asked Questions

How many people apply to Lava each month?
Thousands apply every month, but only about fifty are hired after completing multiple interviews, screenings, and assessments.

How many interviews can I hold before choosing my assistant?
You can interview as many candidates as needed. Most agencies find the right fit after two or three rounds.

Do assistants complete training before they start with a client?
Training begins immediately after placement and continues through Lava’s hybrid model of live work and guided learning.

What happens if my assistant does not meet expectations?
Lava initiates a thirty-day improvement plan. If results do not improve, a replacement is assigned quickly.

Can training be customized for my agency’s systems?
Yes. Every assistant’s learning path is built around your CRM, carrier portals, and workflows.

How long does it take for an assistant to reach full productivity?
Most reach steady performance within four to five months, though measurable results often appear sooner.