How to Prepare Your Business to Hire an Assistant (Without Wasting Time or Money)
You already know you need help. Your inbox is overflowing, client requests pile up faster than you can respond, and marketing keeps getting pushed to “later.” The problem isn’t figuring out if you need an assistant—it’s knowing how to hire one without wasting time or money.
Most business owners make the same mistakes: they rush the hiring process, don’t set up the right systems, or assume an assistant will magically know what to do. The result? Frustration, wasted effort, and tasks still landing back on your plate.
Hiring an assistant should give you back time, not take more of it. Here’s exactly how to set yourself up for success—so when you hire, your assistant is ready to make an immediate impact.
Looking for support in your travel business? Finding the right “hire” can take a lot of work…and sometimes, finding people who can learn the travel industry is like looking for a needle in a haystack. We recommend taking your search for an assistant, marketer, or other support to Lucia, a marketplace with vetted, skilled freelancers for the travel industry.
Pinpoint Exactly What to Delegate
Not every task belongs on your plate. But handing off the wrong things—or not knowing what to delegate—leads to inefficiency and micromanagement.
Start by identifying the time-draining tasks that don’t require your expertise:
Inbox & calendar management – clearing out clutter, scheduling meetings, handling follow-ups.
Client support – sending reminders, answering FAQs, keeping clients engaged.
Marketing & social media – posting, engaging, drafting emails, or scheduling content.
Research & trip planning – for travel businesses, sourcing hotels, flights, and experiences.
Quick exercise: For one week, write down everything you do. Highlight what’s repetitive, admin-heavy, or outside your expertise. That’s your assistant’s job list.
Get Your Travel Business Ready First
Even the best assistant won’t be helpful if they don’t have the right tools. Before hiring, set up simple systems that make onboarding easy:
Organize your files. Store documents in Google Drive or Dropbox so they’re easy to find.
Create quick guides. If you do something regularly, record a short Loom video explaining the process.
Set up shared tools. Use Slack, ClickUp, or Trello to keep tasks streamlined.
Use a password manager. LastPass or 1Password allows you to share login details securely.
A little prep now means less hand-holding later—your assistant can jump in and be productive from day one.
Define Clear Expectations
Vague job descriptions lead to wasted time. Before you hire, define:
What they’re responsible for – Be specific. “Admin help” is too broad.
How they’ll work with you – Set work hours, deadlines, and communication preferences.
What success looks like – Measurable goals, response times, task completion rates.
A great assistant isn’t just an extra set of hands. They should make your life easier, not more complicated. The clearer you are upfront, the better they’ll perform.
| Learn more about Lucia
| Learn more about Lucia
Hire Smarter, Not Harder
Hiring an assistant shouldn't mean sifting through hundreds of applications, setting up multiple interviews, or dealing with unqualified candidates. While there are multiple platforms and marketplaces to find help, hiring for travel-industry specific tasks is now easier than ever for travel business owners with Lucia.
Lucia takes the guesswork out of hiring. Instead of sorting through random applicants, you get pre-vetted assistants with experience in travel and hospitality—people who already understand the industry, so you don’t have to waste time explaining it.
With Lucia, you get:
✔ Assistants and freelancers who actually understand your business
✔ Flexible hiring options – hourly, project-based, or ongoing
✔ A streamlined process – no endless back-and-forth
"Hiring through Lucia saved me hours of searching and training. My assistant understood the industry and got up to speed in no time." – Lucia User
Start Small, Then Scale
Even with a great assistant, dumping everything on them at once is a mistake. Instead, start small:
Assign 1-2 recurring tasks first.
Set clear expectations around deadlines and quality.
Provide early feedback to refine their workflow.
Once they’re comfortable, you can expand their responsibilities and hand off even more of your workload. That’s when the real impact kicks in—your assistant isn’t just handling tasks, they’re creating more space for you to grow.
Meet Kristina, a Lucia Co-Pilot
One of Lucia’s standout CoPilots is Kristina, a designer and strategist who transforms Travel Advisors’ online presence with stunning Showit websites, branded marketing materials, and strategic email and social media campaigns.
Kristina’s journey began in 2016 when she started blogging about her own travels. She later worked behind the scenes at an award-winning Virtuoso Travel Agency, gaining firsthand experience in tools like Axus, Travefy, and TravelJoy. That experience gave her a deep appreciation for the work Travel Advisors do—and a passion for helping them stand out.
Now, she helps advisors build eye-catching, client-attracting brands through:
● Custom website design (Showit, WordPress)
● Email marketing strategies (Flodesk, Mailerlite)
● Social media content & strategy
● Branded PDFs, digital guides & marketing assets
Travel advisors who work with Kristina can’t stop raving:
"Kristina has been amazing! I had her create a social media strategy, and I was blown away by the quality of her work."
"Kristina consistently transforms our ideas into stunning realities. We’re already on our third project together, and I couldn’t be more thrilled."
But Kristina is just one of many talented marketing experts available on Lucia. Whether you are looking for marketing assistance, client support, back-end system management, or something else…Lucia has you covered!
Your Time is Too Valuable to Waste
Hiring an assistant shouldn’t be a time-suck—it should be the smartest
move you make. But only if you do it right.
Lucia makes it simple. No endless searching, no frustrating onboarding—just qualified, travel-savvy assistants ready to support your business.
If you’re ready to stop drowning in tasks and start focusing on growth, visit www.letslucia.com today and find the assistant who will change the way you work.
Want to learn more about featuring your business through Masters in Travel? Reach out to inquire about our sponsorship packages.