Hire a GoHighLevel Virtual Assistant
A full-time assistant who works in your HighLevel account every day: replying to leads, booking calls, updating pipelines, and following up consistently.
14 days
Daily work and setup work
The first list covers daily tasks. The second covers setup and repair work, which requires a separate skills assessment.
Daily work in the tool
- Reply to SMS, email, and web chat messages in Conversations during your business hours
- Book, confirm, and reschedule appointments in your calendars
- Move leads through pipeline stages and keep opportunity notes up to date
- Call and text new leads, then log every outcome in the contact record
- Merge duplicate contacts, fix tags, and fill in missing fields
- Send review requests and flag negative reviews for you to respond to
- Pull a weekly report from your dashboards
Setup and repair work
- Build or repair workflows, such as missed-call text-back messages and follow-up sequences
- Set up pipelines, stages, custom fields, and tags that match how you sell
- Build landing pages, funnels, forms, and surveys
- Connect calendars, phone numbers, and payment links
- Import contacts from another CRM and map every field
- Create and update snapshots for new sub-accounts
- Test each automation on a test contact before it goes live
Quick answer: A GoHighLevel virtual assistant is a remote team member who works inside your HighLevel account every day. Most of the work is operating the system: replying to leads in Conversations, booking calls, moving deals through pipelines, and keeping contact records accurate. Some assistants can also build workflows and funnels, but that is a different skill set, so decide which one you need before you hire. Stellar Staff places full-time assistants from $1,999 a month, and you interview 2 to 3 finalists before you choose.
What does a GoHighLevel virtual assistant do?
HighLevel (the company still uses gohighlevel.com, so most people call it GoHighLevel or GHL) puts a CRM, pipelines, email and SMS marketing, calling, booking calendars, funnels, reputation tools, and workflow automation in one account. That is a lot of software for one owner to run alone, and the work does not stop when you get busy.
A GoHighLevel virtual assistant takes over the parts that have to happen every day. New leads get a reply while they are still interested. Appointments get confirmed and rescheduled. Opportunities are kept in the correct pipeline stages so your reports reflect the status of each deal. Contacts get tagged correctly, so your workflows send the right message to the right person.
If you buy HighLevel through an agency or reseller, check that the account is fully configured. Workflows may be switched off, text messages may not be sending, or contacts may still need to be entered manually from another CRM. An assistant can keep that account running, but someone also has to fix it. Before hiring, decide whether you need someone to run the account, complete the setup, or do both.
Operator or builder: which GoHighLevel help do you need?
The two lists above split GoHighLevel work into two groups. An operator runs the system every day: conversations, calendars, pipelines, follow-up calls, and contact cleanup. A builder designs and repairs it: workflows, triggers, funnels, forms, custom fields, integrations, and snapshots.
Some businesses need an operator full time but only need setup help for a few weeks. Builder skills vary a lot from person to person, and a mistake in a live workflow can send the wrong text message to your entire contact list. If you need both, describe both responsibilities clearly, and test each skill separately in the interview.
| Type of help | What they do | How you usually pay | Best for |
|---|---|---|---|
| Full-time operator | Runs conversations, calendars, pipelines, and follow-up every day | Monthly, for a dedicated person | A working account that needs someone in it every day |
| Operator who can build | Runs the account and makes routine changes to workflows, forms, and pages | Monthly, for a dedicated person | Growing teams that change campaigns often |
| GoHighLevel expert or agency | Designs the full setup, complex automations, integrations, and snapshots | By project or by the hour | A new build or a broken account that needs a rebuild |
If you are not sure which group your account falls into, start with the checklist below. Use the checklist to separate setup or repair projects from the recurring tasks an assistant would handle each day.
What should you check before a VA starts using your account?
An assistant who inherits a broken setup spends the first weeks working around it. Check these six things first, or have a GoHighLevel expert check them, so your new hire starts on a system that works.
- Text messaging registration. HighLevel's help center explains that any business texting from a standard U.S. 10-digit number needs A2P 10DLC registration to keep messages delivered. If your texts are not going out, look here first.
- Workflows that are switched off or duplicated. List every workflow, note which ones are published, and review unfamiliar workflows before deciding whether to disable them.
- Pipeline stages. Make sure the stages match how you actually sell, from new lead to won or lost. An assistant can only move deals correctly if the stages make sense.
- Duplicate and untagged contacts. Decide which tags matter, and clean up the contact list before you import more data into it.
- Calendars. Check availability, time zones, buffer times, and who gets each booking.
- Integrations. Confirm that your forms, ad accounts, phone numbers, and payment links are connected to the right sub-account.
If you run an agency with many sub-accounts, HighLevel's snapshots let you copy workflows, funnels, calendars, pipelines, and custom fields from one sub-account to another. Contacts and conversations do not copy over. Fix the setup in one account first, then use a snapshot to roll it out.
How do you give a VA their own GoHighLevel login?
Never share the owner login. Add your assistant as a separate team member, so every action shows their name and you can change or revoke their access when needed.
In HighLevel, an Agency Admin or Account Admin sets each team member's permissions. The help center article on user permissions describes an "only assigned data" setting, which limits a user to the contacts, calendar items, and opportunities assigned to them. It also blocks access to tags, funnels, and workflows, so turn it on only when the assistant does not need to build.
- Operator role: give access to Conversations, Contacts, Calendars, and Opportunities. Leave billing, phone number purchases, and agency settings with an admin.
- Builder role: add access to workflows, funnels, and websites, and agree on a rule that every new or edited workflow is tested on a test contact before it goes live.
- Payments: keep invoices and payment settings with the owner unless the assistant's job includes billing.
Which questions test GoHighLevel skills in an interview?
Have each candidate demonstrate how they would handle the work. Use a test sub-account, if possible, and give every finalist the same short tasks.
- Conversations: "A lead texts at 7 p.m. asking about price. Walk me through how you reply and where you log it."
- Pipelines: "A lead has not replied for 10 days. What do you update in the opportunity record, and what follow-up do you schedule?"
- Calendars: "A client wants to move tomorrow's appointment to next week. Show me how you do it so the reminders still go out."
- Workflows: "This missed-call text-back workflow is not running. Where do you look first?" A builder should check the trigger, the filters, and whether the workflow is published.
- Data: "We are moving 3,000 contacts from another CRM. How do you map the fields and avoid duplicates?"
An operator should handle the first three without hesitation. Questions four and five tell you whether you are also getting a builder.
What does a GoHighLevel virtual assistant cost?
There are two separate costs: the person and the software. With Stellar Staff, a full-time assistant on the Pro plan costs $1,999 a month for 160 hours, or about $12.50 an hour. The Executive plan is $2,999 a month. Both plans are month to month, with 14 days' notice to cancel. A bilingual assistant adds $200 a month.
The HighLevel subscription is a separate expense billed to your account. As of October 28, 2026, HighLevel's pricing page lists Starter at $97 a month, Unlimited at $297 a month, and Agency Pro at $497 a month, with a 14-day free trial. The same page notes that some features are usage-based, so texts, calls, and AI features can add to the bill. Ask your assistant to include usage charges in the weekly report.
How Stellar Staff finds a GoHighLevel virtual assistant
Stellar Staff recruits dedicated, full-time remote assistants, primarily from the Philippines. Thousands of people apply each month, and the top 0.1% of applicants are accepted. Vetting includes a 6-step application, 6 individual tests, English verification (written and spoken), professional interviews and skill assessments, reference checks, an equipment check, background checks, and internal QA. Stellar Staff assistants are also trained on AI tools (ChatGPT, Claude, Zapier).
When the role calls for GoHighLevel experience, we include it in the search requirements. You assess that experience during the finalist interviews. You interview 2 to 3 finalists and pick one, and you can give every finalist the tasks above. The search takes 5 to 10 business days. Stellar Staff handles recruiting, payroll, HR, tracking, and replacements, and you direct your assistant's daily work. Managed plans include free replacements, forever.
GoHighLevel support often involves sales and lead follow-up. See our pages on lead generation virtual assistants, virtual sales assistants, and real estate ISAs, or our overview of virtual assistant software.
GoHighLevel VA questions owners ask before hiring
Is a GoHighLevel VA the same as a GoHighLevel expert?
Not usually. A GoHighLevel VA works in your account every day, answering leads, booking calls, and updating pipelines. A GoHighLevel expert or specialist designs systems: complex workflows, integrations, and snapshots, usually by project. Some people do both, but test the building skills separately before you count on them.
Can a GHL virtual assistant answer calls and texts in Conversations?
Yes. Conversations is where most operator work happens. Your assistant can reply to SMS, email, and web chat, return missed calls, and log each outcome in the contact record. Give them a written script for pricing questions and clear instructions on which conversations to escalate to you.
Can a VA build GoHighLevel funnels and workflows from scratch?
Some can. Building from scratch means planning triggers, filters, wait steps, and pipeline updates, then testing each path. If your account needs a full build, consider a GoHighLevel agency for the build and a full-time assistant to run it afterward.
Can a VA move my contacts from another CRM into GoHighLevel?
Yes, with a plan. The assistant exports your contacts, maps each field to a HighLevel field or custom field, removes duplicates, and imports them in small batches first. Agree on tags before the import, because workflows often depend on them.
Do I pay for HighLevel separately from the assistant?
Yes. The HighLevel subscription and any usage charges stay on your account. Stellar Staff's monthly fee is for a dedicated full-time assistant: Pro is $1,999 a month and Executive is $2,999 a month, month to month with 14 days' notice to cancel.
When a GoHighLevel agency is the better first step
A full-time assistant is the right hire when your account works and you need someone in it every day. If your HighLevel setup is mostly broken, or you need a complex build with custom integrations, start with a GoHighLevel agency or expert for the build. Once the system works, a dedicated assistant keeps it running at a monthly cost you can plan around.
If you already know you need daily GoHighLevel help, compare the plans or book a call to start a search.
HighLevel features, help center articles, and pricing were checked on HighLevel's own pages on October 28, 2026, and may change. Stellar Staff is not affiliated with HighLevel. Stellar Staff pricing is current as of October 2026.