How to Hire (and Keep) the Right Internal Team for Your Nanny Agency
From Your First Assistant to a Full Placement Team: When to Hire and What Roles to Prioritize
As your nanny agency grows, so does the weight on your shoulders. What may have started as a one-woman show quickly becomes a full-time operation juggling placements, client communication, admin, nanny vetting, and marketing.
If you are feeling overwhelmed and know you cannot scale your nanny agency alone, it’s time to build your internal team.
Hiring for nanny agencies is not just about handing off tasks, it’s about designing a structure that allows you to operate like a CEO, increase your placement capacity, and elevate your client experience without sacrificing your sanity.
Signs You’re Ready to Build a Nanny Agency Internal Team
You might be ready to hire if:
You are turning away qualified families or nannies because you are at capacity
You are the only one responding to emails, managing interviews, and chasing contracts
You cannot take a true day off without worrying something will fall apart
You feel stuck in operations when you want to focus on growth
These are all signs that your business has outgrown its current setup, and that the next stage of growth depends on your ability to delegate nanny agency tasks to a strong support team.
Start Here: Key Roles to Build a Scalable Nanny Agency Team
There is no one-size-fits-all approach to hiring, but there are a few critical roles that every growing nanny agency should consider. These positions lay the foundation for scaling your services while protecting your client experience.
1. Virtual Assistant for Your Nanny Agency
Your first hire is often a virtual assistant (VA) or part-time administrative assistant. This person handles the recurring, time-consuming backend tasks that keep you focused on the details rather than the agency itself.
A virtual assistant can:
Respond to initial inquiries and manage your inbox
Schedule consultations and follow-ups
Send contracts, collect client intake forms, and handle CRM updates
Track invoices and payment status
Hiring a virtual assistant for your nanny agency gives you back the time and mental bandwidth to lead strategically and ensures no client or candidate slips through the cracks.
2. Placement Coordinator
As you begin handling multiple families at once, a dedicated placement coordinator becomes essential. This role supports both clients and nannies through the matchmaking and onboarding process.
Your placement coordinator can:
Schedule nanny interviews and collect notes
Prepare candidate presentations for clients
Coordinate trials and onboarding timelines
Serve as a liaison during placements to reduce back-and-forth
A strong coordinator creates a smooth, professional experience and dramatically improves your agency’s efficiency, especially when you are managing several placements at once.
3. Nanny Recruiter or Talent Acquisition Support
If your agency is struggling to find great candidates fast enough, your bottleneck (the area where your agency is restricted from growing) may not be in sales–it may be in recruiting.
A nanny recruiter helps you:
Proactively source, screen, and interview potential caregivers
Maintain an organized and searchable nanny database
Promote job opportunities on the right platforms
Build a healthy, ongoing talent pipeline
Whether part-time or freelance, hiring a nanny recruiter allows you to stay ahead of demand and ensure you always have strong candidates ready for placement.
How to Keep a High-Performing Internal Team
Hiring is only the beginning. Retaining and developing a strong, aligned team is what gives your agency true sustainability. Here is how to build a team that not only supports your goals, but believes in them, too.
Share Your Vision
When building your internal team, do not assume your people automatically understand your "why." Share your mission, core values, and growth goals often. A team that believes in your purpose will show up with more heart and accountability.
Document Your Systems
Even the most talented hire will flounder without structure. Build standard operating procedures (SOPs) for your client intake process, placement workflow, communication cadence, and task management. When your team has clarity, they gain confidence. and that shows up in the client experience.
Start with a Clear Job Description
Too often, agency owners create roles based on what they are tired of doing, which results in vague and/or reactive job descriptions that are full of mismatched tasks. Instead, take the time to create intentional job descriptions that define:
Core responsibilities
Expected outcomes
Tools and systems the role uses
How this role fits into the bigger agency mission
This clarity ensures you are hiring the right person, and it also helps that person see how their role contributes to your long-term vision.
Prioritize Thorough Training
Onboarding is not just about shadowing a few tasks; it is about setting your team up for success. Create a structured training plan that includes:
Walkthroughs of workflows
Real examples of client or candidate scenarios
Time to ask questions and get feedback
Ensure to record your training sessions to build a video library of all internal tasks. Since people learn in different ways, you want to have the task documented in writing, then have them watch you perform the task. Then, they will have the written and video system to refer back to.
When your team is well-trained and feels supported from day one, they take more initiative and make fewer mistakes. Training is not a one-time event, it is an investment in future efficiency.
Reinforce the Impact of Their Role
Whether someone is sending contracts or screening candidates, every team member should know this: their work matters.
Remind them regularly of the real outcomes their work creates, like helping a family find reliable care or ensuring a nanny feels seen and respected. When people understand the “why” behind their role, they engage with more pride, urgency, and ownership.
Create a Culture of Recognition
Retention is not just about compensation, it is about connection. Celebrate wins (even small ones), acknowledge effort, and invest in your team’s growth. People stay where they feel appreciated, respected, and trusted to do meaningful work.
CEO Insight: Leadership Is the System
One of the biggest mindset shifts I see in agency owners is this:
You do not scale by doing more, but by building better systems and leading better people.
As the CEO of your nanny agency, your role is not to manage every email or oversee every trial shift. Your role is to cast the vision, make strategic decisions, and empower others to carry it out with excellence.
When you hire the right internal team, you create space.
Space to think.
Space to lead.
Space to rest.
And space to build a business that runs with you, not through you.
Ready to Build Your Internal Dream Team?
At Megan Metzger Consulting, we work with established nanny agencies to help them design structure, hire smart, and lead like true CEOs. Whether you are hiring your first virtual assistant or restructuring your team to support new growth, we can help.
Let’s build a team that supports your agency, protects your energy, and grows with you.
Book a discovery call or explore our consulting services for growing nanny agencies.
