A good virtual assistant job description states the purpose of the role, the main tasks with rough time splits, the tools used, the hours and time zone, what success looks like after ninety days and the skills required versus preferred. Keep it specific and plain. Add one small instruction for applicants to follow, which helps you spot people who read carefully. A copyable template is below.
A job description does two jobs. It attracts the right people and it quietly turns away the wrong ones. Most virtual assistant job posts fail at both because they are generic. "Seeking a reliable, detail oriented VA to support a busy entrepreneur" could describe almost any role. The people who apply will be just as generic.
The fix is to be specific about the work. When candidates can picture their day, the right ones lean in and the wrong ones move on.
Before you write
Do a quick task audit first. List the tasks you want to hand off and estimate the hours each takes. Our how to hire a virtual assistant guide explains this step. The audit gives you the raw material for the description and tells you whether the role is part time or full time.
The template
Copy this and fill in the brackets.
Role title
[Executive assistant / Bookkeeping assistant / Customer support assistant] for a [type of business]
About us
Two or three sentences about your business. What you do, who you serve and roughly how big the team is.
Why this role exists
One or two sentences on the problem the hire will solve. For example, "Our founder spends too much time on email and scheduling and needs someone to own those areas so she can focus on clients."
What you will do
A list of five to eight main tasks, with a rough share of time for each.
- Manage the founder's inbox and calendar, about 40 percent
- Prepare meeting notes and follow ups, about 20 percent
- Update the CRM after calls, about 15 percent
- Handle travel bookings and expense reports, about 15 percent
- Special projects and research, about 10 percent
Tools you will use
List the main tools, like Google Workspace, Slack, HubSpot, QuickBooks or Canva.
Hours and schedule
Full time or part time, the hours expected and the time zone. If you need overlap with your business day, say so clearly.
What success looks like
Describe the first ninety days. For example, "By the end of month three you will own the inbox and calendar end to end, and the founder will spend under thirty minutes a day on email."
Must have skills
Three to five requirements. Keep them real. Strong written English, experience with a specific tool, prior work in a similar role.
Nice to have
Two or three extras. Industry experience, a second language, design skills.
How to apply
What to send and one small instruction. For example, "Start your application with the word lighthouse so we know you read this far."
Writing each section well
Be honest about the work
If the role involves a lot of phone calls, say so. If it is mostly data entry, say so. Surprises after hiring lead to early turnover.
Use percentages
Time splits help candidates understand what matters most. They also help you prioritize when you train.
Keep requirements short
Long lists of requirements scare off good candidates and attract people who exaggerate. Focus on what truly matters.
Describe success
Candidates want to know how they will be judged. A clear picture of success also helps you during reviews. Our post on virtual assistant KPIs has ideas for measurable goals.
Examples of role specific tasks
Here is what the task section might look like for a few common roles.
For a bookkeeping assistant, list categorizing bank and card transactions weekly, reconciling accounts monthly, entering vendor bills and preparing a monthly report for the owner. Our post on hiring a Filipino bookkeeper has more detail.
For customer support, list answering email and chat tickets, processing returns, updating saved replies and flagging trends to the team.
For a social media assistant, list scheduling posts, drafting captions, replying to comments and pulling a monthly report.
Where to post it
If you hire directly, the description works on general job boards, remote work sites and your own careers page. Post the same text everywhere so applicants see a consistent picture. Change only the application instructions if a platform has its own form. Share it with your network too, since referrals from people you trust often bring in stronger candidates than open boards.
Watch the first ten applications closely. If most of them miss the mark, the description is probably too vague. Tighten the task list and the must haves, then repost. A small edit early saves you from reading hundreds of poor fits later.
Common mistakes
Listing every possible task. A role description with twenty bullets reads like a wish list. Pick the core work.
Using buzzwords. "Rockstar," "ninja" and "wear many hats" do not tell anyone what the job is.
Leaving out hours. Remote candidates need to know the schedule before they apply, especially if it involves a night shift.
Forgetting the instruction test. It is a simple filter that saves you time.
Using the description after hiring
Your job description becomes the starting point for onboarding. The task list turns into the first month's plan. The success section becomes the ninety day review. Keep it updated as the role grows so it stays useful. Review it every six months and add the new tasks your assistant has taken on. Our virtual assistant onboarding checklist shows how to turn it into a training plan.
Through an agency
If you hire through delegateit, you can send us a rough task list and we will help shape the role, find candidates and present a shortlist. Part time plans start at $900 a month, full time at $1,500 and specialists at $2,200. See our pricing page for the details.
Reviewing applications against the description
Once applications arrive, the description becomes your scoring guide. Read each one against the must have list first. Anyone who misses a requirement or skips the instruction goes into the no pile. For the rest, look for evidence of the specific tasks you listed. An applicant who mentions inbox management for a founder, with the tools you use, is a stronger match than one who lists every skill under the sun.
Keep notes as you read. Two or three words per applicant is enough. When you build your shortlist, those notes help you remember why someone stood out.
Job description questions
How long should a VA job description be?
Long enough to describe the work clearly. Usually one page is right.
Should I include pay in the job post?
If you hire directly, including a range helps attract the right candidates. Through an agency, pay is handled in the plan.
What is the instruction test?
A small instruction in the post, like starting the application with a specific word, that shows who reads carefully.
Can I use the same description for every VA role?
Use the template as a base, but tailor the tasks, tools and success measures for each role.