Virtual Assistant job description.
A virtual assistant provides remote administrative, scheduling, and communication support to executives, small business owners, or teams. They manage inboxes, calendars, and routine correspondence, and often take on research, data entry, and light project coordination to keep day-to-day operations running smoothly without needing an on-site presence.
The Virtual Assistant job description · $29
The full editable .docx — role summary, 8 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Virtual Assistant Reports to: Executive, Business Owner, or Office Manager
A virtual assistant provides remote administrative, scheduling, and communication support to executives, small business owners, or teams. They manage inboxes, calendars, and routine correspondence, and often take on research, data entry, and light project coordination to keep day-to-day operations running smoothly without needing an on-site presence.
- Manage and prioritize email inboxes and respond to routine correspondence
- Schedule meetings, appointments, and travel across time zones
- Prepare documents, presentations, and reports as requested
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
8 responsibilities phrased the way the work is actually done.
4 qualifications a candidate must have to perform on day 30.
3 qualifications that would make a candidate excellent in year two.
6 skill chips you can copy directly into your ATS.
Executive, Business Owner, or Office Manager
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Manage and prioritize email inboxes and respond to routine correspondence
- Schedule meetings, appointments, and travel across time zones
- Prepare documents, presentations, and reports as requested
- Conduct online research and compile findings into usable summaries
- Maintain accurate records, files, and contact databases
- Coordinate with vendors, clients, or team members on the client's behalf
- Track tasks and deadlines using project management tools
- Handle basic bookkeeping or expense tracking when required
Required — and what would make a candidate excellent.
- 1+ years of administrative or executive support experience
- Strong written and verbal communication skills
- Proficiency with common office, calendar, and video-conferencing software
- Reliable internet connection and a distraction-free remote workspace
- Experience supporting multiple clients or executives simultaneously
- Familiarity with project management or CRM platforms
- Basic bookkeeping or social media management experience
Eight steps from download to publish.
- 01Open the Virtual Assistant job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Virtual Assistant job description any time you are opening or reopening a seat at this level. The entry band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Executive, Business Owner, or Office Manager) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- Is a virtual assistant an employee or a contractor?
- Both models are common; many employers engage virtual assistants as independent contractors, though some hire them as part-time or full-time remote employees depending on workload and control needed.
- What software should a virtual assistant candidate know?
- Look for comfort with email and calendar platforms, video conferencing, and at least one project management or CRM tool relevant to your business.
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This Virtual Assistant job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.