Virtual Assistant job description template
A virtual assistant handles admin work remotely, such as inbox cleanup, scheduling, record updates and customer follow-ups, usually for a set number of hours each week. Many small businesses hire one as an independent contractor before they're ready for an in-office hire. The best posts list the recurring tasks you want off your plate, the tools you use and the hours you need someone online.
Virtual Assistant
ContractYour Company is looking for a dependable virtual assistant to take recurring admin work off our plate, working remotely on a flexible weekly schedule. You'll keep our inbox and calendar under control, update records, follow up with customers and handle the small online tasks that pile up. We'll give you written instructions for our regular tasks and a clear list of priorities each week. If you're organized, responsive and good at working on your own, we'd like to hear from you.
What you’ll do
- Sort the shared inbox daily, answer routine emails and flag anything that needs the owner's decision
- Schedule calls and appointments across time zones and send invites with the right video links
- Update customer, lead and order records in our CRM, spreadsheets or online store
- Follow up on unsigned quotes, unpaid invoices and missing paperwork using our email templates
- Research vendors, prices and contacts online and sum up what you find in a short shared doc
- Rename, sort and archive files in Google Drive or Dropbox using our folder structure
- Write step-by-step instructions for each recurring task you take over, so the process is documented
- Track your hours and send a short weekly update on what's finished, what's in progress and what's stuck
What we’re looking for
- Clear, professional writing in email and chat, with careful spelling and grammar
- Confident with Google Workspace or Microsoft 365, including shared calendars, folders and spreadsheets
- Your own computer, a reliable internet connection and a quiet place to work
- Available to answer messages during an agreed window of our business hours, in our time zone
- Able to follow written instructions, work without close supervision and ask questions early
- Trustworthy with logins, customer details and financial information
Nice to have
- Previous virtual assistant or remote administrative experience
- Experience with tools such as Slack, Asana, Trello, Calendly or HubSpot
- Experience entering data in QuickBooks Online or managing orders in Shopify
Schedule
Remote, with a set number of hours each week that you plan around an agreed daily window for answering messages. Hours can grow as you take over more of our recurring work.
What we offer
- Work from home on a schedule you plan around our check-in window
- Steady, recurring hours with one business instead of a string of one-off gigs
- Paid onboarding time to learn our tools and processes
- Prompt payment on a set schedule for every hour you log
- More hours and responsibility as you take over more of the business's admin
Add your pay, location and schedule when you post. Jobs that show pay get noticeably more applicants.
Virtual Assistant our company is looking for a dependable virtual assistant to take recurring admin work off our plate, working remotely on a flexible weekly schedule. You'll keep our inbox and calendar under control, update records, follow up with customers and handle the small online tasks that pile up. We'll give you written instructions for our regular tasks and a clear list of priorities each week. If you're organized, responsive and good at working on your own, we'd like to hear from you. What you’ll do • Sort the shared inbox daily, answer routine emails and flag anything that needs the owner's decision • Schedule calls and appointments across time zones and send invites with the right video links • Update customer, lead and order records in our CRM, spreadsheets or online store • Follow up on unsigned quotes, unpaid invoices and missing paperwork using our email templates • Research vendors, prices and contacts online and sum up what you find in a short shared doc • Rename, sort and archive files in Google Drive or Dropbox using our folder structure • Write step-by-step instructions for each recurring task you take over, so the process is documented • Track your hours and send a short weekly update on what's finished, what's in progress and what's stuck What we’re looking for • Clear, professional writing in email and chat, with careful spelling and grammar • Confident with Google Workspace or Microsoft 365, including shared calendars, folders and spreadsheets • Your own computer, a reliable internet connection and a quiet place to work • Available to answer messages during an agreed window of our business hours, in our time zone • Able to follow written instructions, work without close supervision and ask questions early • Trustworthy with logins, customer details and financial information Nice to have • Previous virtual assistant or remote administrative experience • Experience with tools such as Slack, Asana, Trello, Calendly or HubSpot • Experience entering data in QuickBooks Online or managing orders in Shopify Schedule Remote, with a set number of hours each week that you plan around an agreed daily window for answering messages. Hours can grow as you take over more of our recurring work. What we offer • Work from home on a schedule you plan around our check-in window • Steady, recurring hours with one business instead of a string of one-off gigs • Paid onboarding time to learn our tools and processes • Prompt payment on a set schedule for every hour you log • More hours and responsibility as you take over more of the business's admin
Screening questions for a virtual assistant
Ask these on the application form to sort applicants quickly. They’re added automatically when you post this template.
- Do you have your own computer, a reliable internet connection and a quiet place to work?Yes / No · required
- Which weekday hours, in our time zone, can you reliably be online to answer messages?Short answer · required
- Tell us about a task you took over for a client or employer and how you kept it running without reminders.Paragraph
Virtual Assistant interview questions
- Which admin tasks have you handled remotely for clients or employers, and which do you enjoy most?
- How do you keep track of tasks and deadlines for someone you don't see in person?
- You find an email from an upset customer at the end of your hours and the owner is offline. What do you do?
- If I explained a task to you once on a video call, how would you make sure you never had to ask again?
- How do you handle passwords and account access that belong to a client?
- You're stuck on a task and I won't be online until tomorrow. How do you decide whether to wait or move on?
- How do you track your hours, and what would a weekly update from you look like?
Tips for hiring a virtual assistant
- Before you post, list the tasks you'd hand off in a typical week and estimate the hours. It keeps interviews concrete and makes candidates easier to compare.
- Give finalists a short paid test, like sorting a sample inbox or scheduling three meetings across time zones. Judge how they communicate as well as the result.
- Share access through their own user accounts and a shared password manager instead of your login, so you can remove it quickly if things don't work out.
- A contractor sets their own hours and methods. If you'll require a fixed schedule and close supervision, ask your accountant whether the role should be a part-time employee instead.