Templates

Virtual Assistant Job Description Template

4 min read

Illustration of a document with lines of text, representing a job description template

A good virtual assistant (VA) job description does two jobs: it attracts the right candidates and it quietly filters out the wrong ones. A vague post (“need a VA for admin tasks”) gets hundreds of copy-pasted applications. A specific post gets fewer, better ones.

Below is a template you can paste and adapt, followed by notes on each section. If you are earlier in the process, start with our step-by-step hiring guide.

The template

JOB TITLE
Part-time Virtual Assistant (Inbox, Scheduling and Research)

ABOUT US
[One or two sentences: what your business does and who you serve.]

THE ROLE
You will be my day-to-day right hand for about [10-20] hours a week.
You will work independently, follow written instructions, and tell me
early when something is unclear or running late.

WHAT YOU WILL DO
- Triage my inbox and draft replies to routine emails
- Schedule and reschedule meetings in Google Calendar
- Update our CRM after calls using my notes
- Research [suppliers / leads / competitors] and summarise findings in a spreadsheet
- Prepare simple weekly reports

TOOLS YOU WILL USE
Gmail, Google Calendar, Google Sheets, [CRM name], Slack.
Training on our process is provided. You should already be comfortable with Google Workspace.

WHAT WE ARE LOOKING FOR
- At least [1-2] years of experience in an assistant or admin role
- Clear written English
- Attention to detail and a habit of double-checking work
- Reliable internet and a quiet place to work
- Comfort asking questions when instructions are unclear

HOURS AND TIME ZONE
[10-20] hours a week. I need overlap with [time zone] for about [1-2] hours
on [days]. Outside that, you can work flexibly.

PAY
[$X-$Y] per hour, paid [twice a month / monthly] by [bank transfer / payment service].
Pay is reviewed after [3-6] months.

HOW TO APPLY
1. Start your message with the word "[secret word]" so I know you read this.
2. Tell me about one task you handled that is similar to this role.
3. Share a 60-second video or voice introduction.
4. Tell me your expected hourly rate and your available hours.

Selected candidates will complete a short paid test task before an offer is made.

Why each section matters

Job title and “about us”

Say what the role is, not what you hope it becomes. “Part-time Virtual Assistant (Inbox, Scheduling and Research)” tells candidates, and search engines, exactly what to expect. A line about your business helps candidates judge fit and shows you are a real company.

The role and hours

State the weekly hours and the overlap you need. Ambiguity here is the most common reason a good hire does not last. If you need overlap with US or UK hours, say so. Our guide to time-zone planning covers the options.

What you will do

List four to eight concrete tasks. “Admin” is not a task; “schedule and reschedule meetings in Google Calendar” is. If you are unsure what to include, browse 30 tasks you can delegate.

Tools

Name the tools and say whether training is provided. It cuts out candidates who cannot use them and reassures those who can learn.

Requirements

Keep this list short and honest. Ten “must haves” that no one meets will scare off good people. Separate real requirements from nice-to-haves.

Pay

Post a range, or ask for an expected rate. Pay transparency reduces back-and-forth. See what virtual assistants typically cost before you decide, and how to pay them.

How to apply

This is the filter. A hidden word, a short video and a question about a relevant past task quickly separate careful applicants from mass-applicants. Candidates who ignore the instructions will likely ignore your instructions on the job too.

Adapting the template

  • For a customer-support VA, replace the tasks with ticket handling and response-time targets, and ask for a writing sample.
  • For an executive assistant, add calendar judgement, travel planning and confidentiality.
  • For an e-commerce VA, add product listings, order processing and marketplace tools. See VAs for e-commerce stores.
  • For a real estate VA, add transaction coordination and CRM follow-up. See VAs for real estate agents.

Where to post it

You can post the same description on a job board, a freelance platform or send it to an agency. Our comparison of hiring routes and where to hire by country help you choose.

What to do with the applications

  1. Discard applications that ignored the instructions.
  2. Shortlist five to ten.
  3. Interview using our interview questions.
  4. Run a paid test task with your top two or three.

Frequently asked questions

Should I put the pay in the post?

Yes, a range at least. It saves time for both sides and discourages applicants far outside your budget.

How long should the post be?

Long enough to be specific, short enough to scan: about 250 to 400 words works well.

Should I mention that the role is remote?

Yes, and state any country or time-zone restrictions clearly, along with any legal or tax reasons you can only hire in certain places.

Do I need a contract before the test task?

A short written agreement for the test task and confidentiality is sensible. Our contract checklist lists what to include.