Updated May 23, 2026
Key Takeaways
- A strong VA job description specifies exact tasks, not vague role descriptions - 'manage inbox and draft replies' outperforms 'handle communications.'
- Include tool requirements explicitly: candidates who do not know your stack are a training investment you may not want to make.
- Time zone and availability requirements must appear in the job description - discovering misalignment after hiring wastes both parties' time.
- The application instructions section is a filter: candidates who follow them carefully are demonstrating the attention to detail the role requires.
- Stealth Agents handles matching and placement so you skip the job post entirely - full-time dedicated VAs start at $10/hr.
A vague job description produces a flood of applications from candidates who may or may not fit the role. A precise job description produces fewer applications from candidates who are much more likely to work out. The time invested in writing a good job description comes back multiple times in reduced screening time and better hires.
Here is a complete template and the reasoning behind each section.
What Makes a VA Job Description Different from a Standard Job Post
Most job descriptions are written from the inside out - they describe what the company does and then list responsibilities. Virtual assistant job descriptions work better from the outside in - they describe what the VA will do in a typical week, the tools they will use, and the specific outputs they are accountable for.
VAs are hired for execution, not strategy. The job description should make the execution picture clear.
The Template
Job Title
Virtual Assistant - [Specialization]
Examples of specific titles:
- Virtual Assistant - Executive Support
- Virtual Assistant - Customer Success
- Virtual Assistant - Social Media and Content
- Virtual Assistant - Sales Support and CRM
Avoid: "General Virtual Assistant" or "All-Rounder VA" - these signal unclear thinking about the role and attract candidates who specialize in nothing.
About the Role
[2-3 sentences describing what the company does and why this role exists. Be specific.]
Example: We are a 12-person real estate investment firm managing a portfolio of 40+ properties. This role exists to free our CEO from calendar management, investor email correspondence, and routine data entry so she can focus on deal sourcing and investor relations.
What You Will Do
List specific recurring tasks. Aim for 8-12 tasks that represent 80% of the actual weekly work. Use active, precise language.
Examples:
- Manage CEO calendar: schedule meetings, resolve conflicts, send reminders 24 hours in advance
- Triage CEO inbox daily; draft replies for routine inquiries using provided templates
- Update investor database in HubSpot after each new outreach call (within 24 hours)
- Prepare weekly portfolio summary report from property management software exports
- Book travel (flights, hotels, car service) and build itineraries for quarterly investor meetings
- Coordinate with property managers on maintenance requests flagged by tenants
- Format and distribute monthly investor update emails via Mailchimp
- Research prospective investment markets using public data sources and prepare 1-page summaries
Tools You Will Use
List every tool the VA will need to access or operate. This serves two purposes: it filters for candidates who already know the stack, and it signals to candidates what they are signing up for.
Examples:
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- HubSpot CRM
- Slack for daily communication
- Asana for task management
- Mailchimp for email distribution
- Zoom for team meetings
- [Any industry-specific tools]
Note any tools that require significant learning and whether training will be provided.
Availability and Time Zone
Be explicit. Do not assume a candidate will ask. State:
- Hours per week (full-time at 40 hours, part-time at 20 hours, etc.)
- Time zone requirement or preference
- Whether overlap with a specific time zone is required and for how many hours
- Response time expectation during working hours (e.g., "respond to Slack messages within 2 hours during business hours")
Example: This is a full-time role (40 hours/week). The candidate must be available Monday-Friday with at least 4 hours of overlap with US Eastern Time (9 AM-1 PM ET). Most work is async, but a 30-minute daily sync call at 9 AM ET is required.
Requirements
List genuine requirements, not aspirational ones. Every item on this list should be something you would actually screen for in an interview.
Must-have:
- Fluent written English (business professional level)
- years of experience in virtual assistant or administrative support roles
- Proficiency in Google Workspace
- Reliable internet connection with backup option
- Experience with [specific tools critical to the role]
Nice-to-have:
- Experience in [your industry]
- Familiarity with [secondary tools]
- [Specific language skills if applicable]
What We Offer
- Full-time dedicated role (not shared or part-time)
- [Rate or range - be transparent; hiding rates wastes everyone's time]
- [Communication of the working environment: async-first, clear SOPs, structured onboarding]
- [Stability: long-term engagement expected for candidates who perform well]
How to Apply
This section is your first filter. Give specific instructions that require attention to detail:
"Send your application to [email] with the subject line 'VA Application - [Your Name].' Include: (1) a 2-3 sentence summary of your most relevant VA experience, (2) a list of the tools in our requirements that you have used in a professional context, and (3) one example of a recurring task you have owned and delivered reliably for a previous client."
Candidates who do not follow these instructions are showing you exactly what working with them looks like.
Common Mistakes in VA Job Descriptions
Listing 25 responsibilities - This signals the role is not scoped and the hire will be pulled in too many directions. Narrow the list to the genuine core responsibilities.
No tool list - "Proficiency in relevant software" tells candidates nothing and screens for nothing. Name the tools.
Vague time zone language - "Flexible schedule" means different things to different people. If you need 4 hours of US overlap, say that.
No rate range - Hiding the rate produces applications from candidates whose expectations are misaligned. A rate range in the description saves time on both sides.
Generic role title - "Virtual Assistant" with no specialization attracts everyone and optimizes for no one.
FAQ
Q: Should I write a different job description for an agency placement versus an open platform posting?
A: For agencies like Stealth Agents, you typically provide a role brief rather than a formal job description - the agency uses it for internal matching. For open platforms (Upwork, OnlineJobs.ph), a full job description is needed because candidates are self-selecting. The content is similar; the format and detail level differs.
Q: How detailed should the task list be?
A: Enough detail that a candidate can estimate whether they can do the work. "Handle emails" is not enough. "Triage inbox daily, draft replies using provided templates, and flag urgent items within 2 hours" is sufficient. Save the step-by-step instructions for your SOPs.
Q: What if the role is still evolving and I am not sure what the VA will do?
A: Be honest about it. "This role is in early definition - we expect the core responsibilities to be X, Y, and Z, with additional tasks as the business evolves" is better than a rigid description that does not match reality. Candidates who want structure may self-select out; candidates who are comfortable with evolving roles will lean in.
Q: Is it worth writing a job description if I hire through an agency?
A: A clear role brief - even a shorter version of this template - helps the agency match you to the right candidate faster. The more specific you are about tasks, tools, and time zone requirements, the fewer placement attempts it takes to find the right fit.
A well-written virtual assistant job description is a filtering tool before it is a recruiting tool. Stealth Agents handles matching and placement for dedicated full-time VAs starting at $10/hr - you provide the role brief, the agency does the screening. If you prefer to post and recruit independently, this template gives you a starting point that works.