Virtual Assistant Job Description Template (With Examples by Role)

A job description does two jobs. It attracts the right candidates, and it becomes the contract of expectations between you and the person you hire. Most VA job descriptions fail at both because they list generic tasks ("manage email, schedule meetings, other duties as assigned") without saying what success looks like.

This template fixes that. Use it whether you post a role yourself or brief a managed service.

The template

Copy the structure below and fill in each section.

1. Role summary (2–3 sentences)

State who the assistant supports, what outcome they own and how they'll work.

Example: "You'll support our CEO, a founder of a 60-person B2B software company, by owning her inbox, calendar and travel so she can spend her time on customers, hiring and fundraising. You'll work US Central business hours, remotely, as a full-time member of the leadership team's support function."

2. Outcomes, not just tasks

List three to five outcomes the role is responsible for. Outcomes tell candidates what matters.

• The CEO starts each day with a triaged inbox and a clear list of what needs her.
• Every external meeting has a confirmed time, dial-in and a short brief.
• Travel is booked to stated preferences, with itineraries in one place.
• Expense reports are submitted on time each month.

3. Core responsibilities

Group tasks by area and be specific. Vague tasks invite vague performance.

4. Tools

List the actual tools: email platform, calendar, CRM, project management, accounting system, password manager. Mark which are required and which can be learned.

5. Working hours and communication

State the time zone, required overlap hours and primary communication channels. If you expect a weekly check-in, say so.

6. Requirements

Separate must-haves from nice-to-haves. Be honest: if "3+ years supporting C-level executives" is essential, say it; if it's a preference, label it as one.

7. What success looks like at 30, 60 and 90 days

This section is rarely included and is the most useful. It sets expectations before day one.

8. Boundaries

State what the role does not do. For regulated work, this is essential: a medical administrative assistant does no clinical work; a legal admin gives no legal advice; a bookkeeper doesn't prepare tax returns.

Example responsibilities by role

Executive assistant

• Triage the inbox daily using agreed folders and rules; surface items needing the leader.
• Draft replies in the leader's voice for approval; send routine responses directly once trust is established.
• Manage the calendar: scheduling, rescheduling, buffers, focus blocks and time-zone checks.
• Prepare meeting briefs and agendas; capture action items and follow up.
• Book travel to stated preferences; maintain itineraries and loyalty details.
• Prepare expense reports and manage receipts.

Revenue or sales assistant

• Maintain CRM hygiene: next steps on every open opportunity, accurate stages, deduplicated records.
• Build prospect lists to the ideal customer profile using licensed tools.
• Load and manage sequences; process bounces and opt-outs.
• Book and confirm meetings; reduce no-shows with reminders.
• Prepare pipeline review packs before weekly forecast calls.

Operations assistant

• Document processes as SOPs and keep them current.
• Coordinate vendors: quotes, renewals, contracts routed for approval.
• Maintain trackers and dashboards; prepare weekly operating reports.
• Run recurring checklists (onboarding, offboarding, month-end tasks).
• Manage shared inboxes and route requests.

Bookkeeper

• Categorize transactions and reconcile bank and credit-card accounts.
• Manage accounts payable and receivable workflows; prepare payment runs for approval.
• Run a monthly close checklist and prepare reports for review.
• Maintain receipts and supporting documentation.
• Coordinate with the company's CPA, who handles tax preparation and advice.

A filled-in example

Here's what a complete, concise description might look like for a revenue assistant:

Revenue Assistant to the VP of Sales

Summary: Support our VP of Sales and a team of eight account executives by keeping our Salesforce data accurate, building prospect lists and booking meetings. Full-time, remote, US Eastern hours.

Outcomes: Every open opportunity has a dated next step. Weekly pipeline review pack is ready by Monday 9am. New target accounts are researched and loaded each week.

Tools: Salesforce (required), LinkedIn Sales Navigator (required), Outreach (can learn), Google Workspace, Slack, 1Password.

Requirements: Two or more years supporting B2B sales teams; strong written English; comfortable with spreadsheets. Nice to have: Salesforce Administrator experience.

30/60/90: By day 30, owns daily CRM hygiene. By day 60, owns list building for one segment. By day 90, produces the weekly pipeline pack independently.

Boundaries: Does not negotiate pricing or commit to terms with customers.

Mistakes to avoid

• "Other duties as assigned." It signals you haven't thought the role through.
• A wish list of every tool you've ever heard of. It filters out good candidates and attracts keyword-stuffers.
• No mention of hours. Overlap expectations are a dealbreaker for many candidates; be clear.
• No boundaries. Especially for medical, legal and financial roles, say what's out of scope.

Using this with ExecWing

If you work with ExecWing, you don't need to post anything. On the fit call we'll turn your task list into a role brief like the one above, map it to a plan — Core ($1,900/mo), Growth ($2,300/mo) or Executive ($2,700/mo) — and recruit against it. Bookkeeping roles follow our bookkeeping pricing: $2,100 or $2,600 per month dedicated, or fractional packages at $450, $850 and $1,400. See services and pricing.

A 30/60/90 example for an executive assistant

• Day 30: Owns scheduling and confirmations for all internal and external meetings; triages the inbox daily using agreed folders; submits the month's expense report on time.
• Day 60: Prepares briefs for every external meeting; drafts routine replies for approval; books all travel to stated preferences.
• Day 90: Sends routine replies directly under agreed rules; runs follow-up on action items from leadership meetings; proposes one process improvement per month.

Writing milestones like these forces you to decide what "ramped" means. It also gives candidates a realistic picture of the job, which helps the right people self-select in — and the wrong ones out — before you spend time interviewing.

Quick answers

Should I include salary or price in the description? If you're hiring directly, a stated range attracts better-matched candidates and saves time for everyone. With ExecWing, pricing is published, so the conversation focuses on scope instead.

How long should the description be? One to two pages. Long enough to be specific about outcomes, tools and boundaries; short enough that candidates read it fully.

The bottom line

Write job descriptions around outcomes, real tools, clear hours, a 30/60/90 plan and explicit boundaries. A description that's specific enough to measure against is one you can manage against — and one the right candidate will recognize as a serious role.