Virtual Assistant Job Description: A Template You Can Copy

Key takeaways

• A clear job description filters for the right people and saves you interviews.

• Describe outcomes, tools and hours, not only a list of tasks.

• Be specific about how you will measure success.

What to include

1. A short introduction to your business

2. The purpose of the role

3. Key responsibilities

4. Required skills and experience

5. Tools

6. Working hours and time zone expectations

7. How success is measured

8. How to apply

A template

About us

Write two or three sentences on what your company does and who it serves.

The role

We are looking for a reliable, detail-oriented virtual assistant to support [you / our team] with [main area]. You will be a long-term member of the team and will [outcome, for example, keep our inbox and calendar under control].

Responsibilities

• Manage the inbox and calendar, including scheduling across time zones

• Prepare documents, reports and meeting notes

• Follow up with leads and customers using approved templates

• Maintain records in [CRM or spreadsheet]

• Research vendors, tools and prospects when requested

• Complete recurring tasks on schedule and flag issues early

Requirements

• Strong written and spoken English

• [Number] years of experience in an administrative or support role

• Comfort with Google Workspace or Microsoft 365

• Experience with [tools]

• Reliable internet, a quiet workspace and a backup plan for outages

• Availability between [hours] in [time zone]

Nice to have

• Experience in [industry]

• Familiarity with [software]

How success is measured

• Inbox is triaged daily

• Meetings are scheduled without conflicts

• Recurring tasks are completed on time with few errors

How to apply

Ask candidates to send a short message answering a specific question, such as “Describe a task you improved in your last role.” It shows who read the post.

Tips for a better job description

• Be specific about hours. Say the exact hours you need coverage.

• Name the tools. It helps candidates self-select.

• Avoid jargon and buzzwords. Say what the person will do.

• Include an application question. It filters for attention to detail.

• Be honest about the level of experience. Don’t ask for ten years of experience for an entry-level task.

What to leave out

Long lists of unrelated skills, vague phrases such as “rockstar” and requirements that are not necessary for the work.

Adjusting for specific roles

An executive assistant needs a section on discretion and judgment. A bookkeeper needs software and accounting experience. A customer support role needs channel and response-time expectations.

Next steps

Use the template to write your version. If you would like us to turn it into a search, tell us who you need.