Virtual Assistant Job Description Guide and Template

Key Takeaways

A well-written virtual assistant job description should include the role's title, job summary, key responsibilities, required skills, preferred experience, salary range, benefits, schedule expectations, location preferences, and easy-to-follow application instructions to attract qualified candidates.
Virtual assistants can handle a range of duties, from managing inboxes to scheduling content and providing client support, so defining the specific tasks you need done helps you hire someone with the right skills and experience.
Many companies make the mistake of writing overly general virtual assistant job descriptions, listing too many tasks, or leaving out relevant search terms, which can lead to mismatches or a harder time finding candidates.

Having a virtual assistant (VA) lets you focus on what actually drives your business forward, like growing your client base or developing new ideas. But the hiring process involves a ton of considerations, like knowing the average cost to hire a VA, deciding which tasks to delegate, and choosing whether you want to onboard a freelancer or a full-time hire.

With that in mind, the first step is attracting the right people with an effective virtual assistant job description. Get the details right, and you’ll engage suitable candidates, set expectations early, and avoid miscommunication down the line.

In this article, we’ll show you how to write the ideal VA job description and share a customizable template you can use as a handy guide.

What Do Virtual Assistants Do?

Virtual assistants are online professionals who support individuals and companies by handling a variety of tasks. The demand for this role continues to rise, with a projected 20% surge in demand in 2025, and it’s now one of the top three most sought-after remote jobs.

The responsibilities of a VA depend on what the client or business owner hires them to do. Some examples include:

Administrative support: A virtual administrative assistant can help streamline business operations. They may manage calendars, organize files and email inboxes, schedule appointments, book travel arrangements, and perform basic bookkeeping tasks.
Customer service: While businesses are increasingly relying on AI for customer experiences, many still complement it with human customer support VAs who can handle complex and emotionally nuanced customer inquiries. A McKinsey study showed that 71% of Gen Z and 94% of Baby Boomers still prefer live calls to reach customer support.
Social media management: A social media VA can draft and schedule posts, manage content calendars, reply to comments, and use analytics tools to track engagement, helping maintain a consistent online presence.
Data entry and research: Specialized data support VAs gather data, input information into spreadsheets or CRMs, and perform web research. These VAs are especially helpful for lead generation, competitive analysis, and record updating.
E-commerce support: If you run an online store, an e-commerce support VA can manage product listings, process orders, update inventory, and even help with customer queries regarding orders.

What to Include in a Virtual Assistant Job Description

A well-crafted virtual assistant job description is essential for drawing in qualified candidates who align with your business needs. It sets precise expectations and helps filter applicants in the selection process to ensure a more targeted hire.

Below are the key components to include.

Job title

The job title sets clear expectations from the start. A well-defined title makes it easy for applicants to quickly understand the nature of the role at a glance and ensures that your job posting shows up in relevant searches.

So, rather than just stating that you're hiring a VA, it's better to go with a more specific title. For example, if the role centers around managing digital channels, then "Virtual Assistant – Social Media and Content” provides more context.

Summary of the role

The summary should be brief yet informative, stating exactly what the company expects from the VA. It should give potential candidates an idea of what the role focuses on, what tasks they’ll be expected to handle, and whom they'll provide support to.

A focused summary helps applicants instantly understand the job's scope and purpose, making it more likely that you’ll attract people genuinely interested in the role, and not just generalists looking for any opportunity.

Key responsibilities

Think about the day-to-day activities that define the job. What does a typical day look like? Do projects require long-term planning, or is the role focused on short-term tasks?

The more defined the key responsibilities are, the easier it will be for applicants to decide whether they're qualified. For hiring, this also reduces possible confusion, which leads to better performance and a smoother onboarding process.

Required skills and qualifications

This section should outline the essential technical and soft skills required for the role. Tailor the list to match the tasks the VA will be handling. For example, if the VA position focuses on administrative tasks, they'll need excellent time management skills, strong organizational skills, attention to detail, and experience with remote office productivity tools.

This way, you can keep unqualified applicants from flooding your inbox.

Preferred experience

Stating your preferred experience lets you spot standout applicants who can bring added context or efficiency from day one. Consider what would make someone stand out beyond the basic requirements.

Do you prefer a VA who has worked with specific software used in your operations? Or maybe you're looking for someone who has already managed large-scale client accounts? Mention it here.

Salary range

While optional, including a salary range filters out potential applicants who may not align with your budget. You don't need to commit to an exact number—just a general range is enough to show what you're willing to negotiate based on the applicant's skills and experience.

Location

Even in a remote role, location matters for real-time support or scheduled tasks. If time zone overlap or regional familiarity affects communication, turnaround, or compliance, specify those needs upfront.

If the role requires deep familiarity with US regulations and compliance, hire a US-based VA. However, keep in mind that even within the US, time zone differences can still impact collaboration.

This is why hiring a Latin American (LatAm) VA can be beneficial. Many LatAm VAs work in the same or similar time zones as US businesses at more competitive rates than local hires. Hiring within LatAm also gives you access to a broader talent pool compared to limiting your search to local candidates.

Perks and benefits

Including any additional benefits aside from a base salary can make your position more attractive in a crowded hiring market. For remote positions, these might include:

Flexible work hours
Paid time off
Annual performance bonuses
Access to learning and development programs

Perks can be a deciding factor for applicants who may have multiple job offers or who are weighing different work environments.

Work schedule

Clearly state whether the role requires a set schedule, offers flexible hours, or allows for asynchronous work. Even though virtual assistant roles are remote, they don’t necessarily offer complete flexibility. Disclosing the schedule upfront helps you avoid hiring someone whose working hours don't align with yours.

How to apply

Explain how to apply and make the process as simple as possible. The easier the process, the lower the drop-off rate, and the better the quality of information you’ll receive to make informed hiring decisions.

Provide direct instructions on what applicants need to submit, whether it’s a resume, cover letter, or portfolio. Don't forget to provide an application deadline and contact details for any questions.

Customizable Virtual Assistant Job Description Template

To get started, use this customizable virtual assistant job description template to clearly outline the role, expectations, and ideal candidate profile. Feel free to customize each section and replace the brackets with details that reflect your company's specific needs and expectations.

Job title:

[Virtual Assistant / Executive Virtual Assistant / Virtual Assistant – Social Media and Content / General Virtual Assistant]

Summary:

We're looking for a [full-time / part-time / contract] virtual assistant to support [your team / a specific executive / a department] with [general administrative duties, social media tasks, email management, customer support, etc.]. This is a [remote / hybrid / in-office] role that requires [briefly mention key expectations: strong communication skills, attention to detail, independence, etc.].

Key responsibilities:

[Example #1: Manage online calendars and schedule meetings across time zones]
[Example #2: Handle email inboxes and respond to routine inquiries]
[Example #3: Coordinate with vendors, clients, or internal teams]
[4], [5], and so on

Required skills and qualifications:

[#] years of experience as a virtual assistant or in a similar role
Experience with tools like [Google Workspace, Slack, Asana, etc.]
[Any relevant technical and soft skills]

Preferred experience:

Experience working with [US-based clients / startups / legal or medical professionals, etc.]
Familiarity with [US regulations, customer service practices, industry-specific tools]
Previous experience managing [email, social media, CRM platforms, etc.]

Compensation and benefits:

Salary range: [$X,000 – $Y,000 per year], based on experience and location
Benefits: [List benefits such as health insurance, paid time off, training budget, etc.]
Equipment and support: [Specify if the company provides equipment like laptops, monitors, or stipends for home office setup.]

Location:

This is a remote position.
We're looking for candidates based in [region / time zone, e.g., "within ±2 hours of EST"].
[Specify if the role is open to international applicants.]

Work schedule:

[Detail expected working hours, e.g., "Monday to Friday, 9 a.m. – 5 p.m. EST," and note any flexibility or requirements for overtime.]

How to apply:

Please send your [resume, short cover letter, and any relevant portfolio links] to [email address or application link]. Use the subject line: [Job Title] Application – [Your Name]

Avoid These Common Mistakes When Writing a Virtual Assistant Job Description

With the template we've provided, writing an effective job description should be simple. That said, it's easy to make mistakes, especially if this is your first time hiring a VA. Here are some common mistakes to avoid when creating your VA job description and tips to help you get it right.

Mistake: Listing every possible task

Why it's a problem: While it's important to provide detail, overloading the job description with an exhaustive list of tasks can overwhelm potential applicants.

What to do instead: Focus on the core responsibilities essential to the role so that potential applicants can quickly understand what's expected and assess whether they're qualified before applying.

Mistake: Being too broad

Why it's a problem: Phrases like "assist with administrative tasks" lack specificity and can lead to misunderstandings about the role's expectations.

What to do instead: Provide detailed descriptions of the tasks and responsibilities. For example, instead of saying "manage communications," specify "respond to customer inquiries via email and chat platforms."

Mistake: Not including relevant keywords

Why it's a problem: Neglecting to incorporate important keywords can reduce the visibility of your job posting. Many job seekers use specific terms when searching for positions, and job boards or search engines rely on these keywords to match listings with job hunters.

What to do instead: Identify and include industry-specific keywords and phrases that potential applicants are likely to use. For instance, terms like "remote administrative assistant," "virtual executive support," or "customer support virtual assistant" can make your listing more discoverable.

Mistake: Limiting the job description to US-based applicants only

Why it's a problem: Restricting your search to local job seekers narrows your talent pool, especially for remote roles where location isn’t an important factor.

What to do instead: If the role doesn't require specific local knowledge and compliance, consider expanding your search to include offshore applicants. For instance, VAs from the Philippines are known for their flexibility and ability to provide round-the-clock support.

Nearshore hiring, like bringing on VAs from Latin America, offers the benefit of overlapping time zones for real-time collaboration. To streamline your search, partnering with the best companies to hire LatAm VAs can help you connect with pre-vetted candidates and fill virtual assistant roles more efficiently.

Final Thoughts

Writing an effective virtual assistant job description gives you a strong head start in finding the right candidate. It saves time, narrows your search, and leads to better hires.

Thinking of hiring offshore? Near can help. We connect businesses with skilled professionals in LatAm, including expert VAs who offer high-quality support at competitive rates and have experience in a wide range of industries. Through a comprehensive, personalized hiring solution, we can find someone who truly fits your role, schedule, and budget.

Want to explore nearshore hiring in more detail? Download our free LatAm hiring guide. It's your roadmap to hiring remote candidates in a region rich with talent, covering everything from key advantages to a detailed hiring strategy, so you can grow your team with confidence.