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    Managed Virtual Assistant Services: How They Work, Cost & Who They Fit

    A guide to managed VA services — the SOURCE → VET → ONBOARD → SUPPORT → REPLACE framework, definitions of marketplace vs direct hire vs placement vs managed VA, a model comparison table, and buyer-fit guidance for each model.

    Quick Answer

    A guide to managed VA services — the SOURCE → VET → ONBOARD → SUPPORT → REPLACE framework, definitions of marketplace vs direct hire vs placement vs managed VA, a model comparison table, and buyer-fit guidance for each model.

    Key Takeaways

    • A service where the provider remains involved after placement — handling sourcing, vetting, onboarding, account support, payroll/admin, performance oversight, and replacement.
    • Yes in raw monthly cost — managed services charge a premium for vetting, support, and replacement.
    • Choose managed when you lack recruiting time, want replacement continuity, prefer predictable service cost, and want help with vetting and onboarding.

    What Managed Virtual Assistant Services Is

    A service where the provider remains involved after placement — handling sourcing, vetting, onboarding, account support, payroll/admin, performance oversight, and replacement.

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    Project Manager, PropulseVA

    Criselle Julian

    Project Manager, PropulseVA

    Criselle Julian is Project Manager at PropulseVA. Criselle manages client onboarding, project execution timelines, and virtual assistant performance support. Leveraging deep expertise in AI tools and agile project management, she ensures seamless daily operations between clients and their dedicated PropulseVA virtual assistants.

    • Project Manager at PropulseVA
    • Specialist in Client Onboarding & Project Execution
    • Expert in Agile Workflow Tracking & AI Productivity
    Managed Virtual Assistant Services: How They Work, Cost & Who They Fit

    Executive Summary

    Managed virtual assistant services provide a dedicated VA plus ongoing provider involvement in sourcing, vetting, onboarding, account support, payroll/admin, performance oversight, and replacement. Unlike a marketplace (which gives candidate access) or direct hire (where the employer owns everything), a managed VA service stays involved after placement. The SOURCE → VET → ONBOARD → SUPPORT → REPLACE framework explains the layers a managed provider may own. This guide defines each hiring model, compares them in a decision table, and helps you determine when managed support fits — and when direct hire or a marketplace is the better choice.

    Defining the Four Hiring Models

    These terms are often used loosely. Here are clear definitions:

    Marketplace

    Gives candidate access (e.g., OnlineJobs.ph, RemoteWork.ph). You recruit, screen, hire, and manage. Lowest cost, highest effort.

    Direct Hire

    Employer owns most hiring and management responsibilities. May use a marketplace or placement service to find the worker, then manages directly.

    Placement Service

    Provider recruits and places talent, then involvement may decrease. You pay a placement fee and take over management.

    Managed VA Service

    Provider remains involved after placement in some combination of sourcing, vetting, onboarding, account support, payroll/admin, performance oversight, replacement, and continuity.

    Not every managed provider offers every layer. Verify what a specific provider includes before committing.

    For the direct-hire comparison, see our managed VA vs direct hire guide.

    The SOURCE → VET → ONBOARD → SUPPORT → REPLACE Framework

    A managed VA service may own some or all of these five layers:

    LayerWhat It CoversEmployer Owns It In...
    SOURCEFinding and attracting candidatesMarketplace, direct hire
    VETScreening, testing, reference checksMarketplace, direct hire
    ONBOARDTraining, SOP setup, access provisioningAll models (managed may assist)
    SUPPORTAccount management, performance oversight, payroll/adminDirect hire, marketplace
    REPLACEReplacement if VA leaves or underperformsDirect hire, marketplace

    Model Comparison Table

    FactorMarketplaceDirect HirePlacementManaged VA
    Candidate accessYesSelfYesYes
    VettingYouYouProviderProvider
    ManagementYouYouYouShared
    ReplacementYouYouMaybeYes
    CostLowestLowPlacement feeHigher (service)
    Employer effortHighHighMediumLow–Medium

    For the agency-vs-freelancer angle, see our VA agency vs freelancer guide.

    Buyer Fit: When Each Model Makes Sense

    Managed may fit when: You want help with sourcing, vetting, and management; you lack recruiting time; continuity and replacement matter; you prefer predictable service cost over raw worker cost.

    Direct hire may fit when: You have recruiting and management capacity, want the lowest worker cost, and prefer full control over the employment relationship.

    Marketplace may fit when: You want broad candidate access and are comfortable screening, hiring, and managing yourself.

    Premium EA may fit when: You need high-context executive support with managed security and full continuity, and the budget to support it.

    For cost benchmarks across models, see our VA cost guide and dedicated VA guide.

    What to Verify Before Choosing a Managed VA Provider

    • Which of the five layers (source, vet, onboard, support, replace) does the provider actually own?
    • Is the VA dedicated or pooled?
    • What is the replacement policy and timeline?
    • Is there an account manager for ongoing support?
    • Does the provider handle payroll and compliance?
    • What are the commitment terms and cancellation policy?

    Explore Managed VA Services

    If you want a provider that stays involved after placement — handling sourcing, vetting, onboarding, support, and replacement — explore PropulseVA's managed virtual assistant services. We help you choose the right model and role before you commit.

    Frequently Asked Questions

    What is a managed virtual assistant service?+

    A service where the provider remains involved after placement — handling sourcing, vetting, onboarding, account support, payroll/admin, performance oversight, and replacement. Unlike a marketplace, the provider does not just give candidate access.

    Is a managed VA more expensive than direct hire?+

    Yes in raw monthly cost — managed services charge a premium for vetting, support, and replacement. But total cost may be lower when you account for the management time and replacement risk you would absorb with direct hire.

    When should I choose managed VA over direct hire?+

    Choose managed when you lack recruiting time, want replacement continuity, prefer predictable service cost, and want help with vetting and onboarding. Choose direct hire when you have management capacity and want the lowest worker cost.

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