Virtual Assistant Job Description
Hire a reliable Virtual Assistant to handle administrative tasks, calendar and email management, basic bookkeeping and customer-facing communication so your core team can focus on higher‑value work.
What does a Virtual Assistant professional do?
A Virtual Assistant provides remote administrative, communication and organisational support to businesses or individuals, working alongside colleagues or directly for a manager.
Virtual Assistant job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Virtual Assistant
About the role
[Company name] is looking for a Virtual Assistant to provide remote administrative support, manage calendars and email, prepare documents and reports, carry out research and assist with day‑to‑day business operations. This role is home‑based and will support [team or role], working approximately [hours / days] per week. Experience of remote working and strong digital skills are essential.
Key responsibilities
- Manage incoming email and routine correspondence, flagging urgent items and drafting responses
- Organise and maintain calendars, schedule meetings and manage diary conflicts
- Prepare, format and proofread documents, presentations and reports
- Carry out online research and provide concise summaries or briefings
- Handle routine client or customer enquiries via email or messaging platforms
- Maintain and update databases or CRM records accurately
- Support basic invoicing, expense processing or bookkeeping tasks where required
- Assist with social media scheduling and basic content posting if needed
Essential skills and experience
- Proven experience in an administrative, PA or virtual assistant role (or demonstrable transferable experience)
- Strong written and verbal communication skills
- Excellent organisational skills and attention to detail
- Comfortable working independently and managing time and priorities remotely
- Proficient with common office tools (email, calendar, word processing, spreadsheets) and cloud storage
- Reliable home‑working set up (stable internet connection and quiet workspace)
Desirable
- Experience with popular CRMs, project management or invoicing tools
- Familiarity with social media scheduling tools and basic content editing
- Basic bookkeeping or purchase‑to‑pay experience
- Previous remote or freelance working experience
- Typing speed and shorthand or transcription skills
What we offer
- [Flexible working hours]
- [Remote working allowance or equipment budget]
- [Paid annual leave entitlement]
- [Pension contribution scheme]
- [Training and professional development budget]
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is a Virtual Assistant role?
Virtual Assistants provide remote administrative and operational support to businesses, entrepreneurs and managers. They handle tasks such as email and diary management, document preparation, basic bookkeeping and customer communications. The role reduces routine workload for busy teams and is typically delivered from a home office using cloud‑based tools and regular online communication.
Typical duties
Email and diary management, document production, research, data entry, client communications and light bookkeeping.
Working pattern
Often home‑based with set core hours or part‑time shifts; contract types vary from permanent to freelance or hourly.
Tools and skills
Familiarity with cloud apps, video conferencing, email clients, spreadsheets and basic CRM or project tools.
Typical Virtual Assistant responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Manage incoming email
Manage incoming email and routine correspondence, flagging urgent items and drafting responses
Organise
Organise and maintain calendars, schedule meetings and manage diary conflicts
Prepare
Prepare, format and proofread documents, presentations and reports
Carry out online research
Carry out online research and provide concise summaries or briefings
Handle routine client or customer
Handle routine client or customer enquiries via email or messaging platforms
Maintain
Maintain and update databases or CRM records accurately
Support basic invoicing
Support basic invoicing, expense processing or bookkeeping tasks where required
Assist with social media scheduling
Assist with social media scheduling and basic content posting if needed
Virtual Assistant skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Proven experience in an administrative, PA or virtual assistant role (or demonstrable transferable experience)
- Strong written and verbal communication skills
- Excellent organisational skills and attention to detail
- Comfortable working independently and managing time and priorities remotely
- Proficient with common office tools (email, calendar, word processing, spreadsheets) and cloud storage
- Reliable home‑working set up (stable internet connection and quiet workspace)
Useful where relevant
- Experience with popular CRMs, project management or invoicing tools
- Familiarity with social media scheduling tools and basic content editing
- Basic bookkeeping or purchase‑to‑pay experience
- Previous remote or freelance working experience
- Typing speed and shorthand or transcription skills
See our guide to what to include in a job advert before publishing.
How to write a Virtual Assistant job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be explicit about hours and availability
State expected working hours, timezone alignment and whether core hours or total weekly hours are required so candidates can assess fit quickly.
List must‑have tools and access
Specify essential software or platforms (for example Google Workspace, Microsoft 365 or a CRM) and whether you will provide licences or equipment.
Describe autonomy and reporting
Clarify who the role reports to, how tasks are allocated and how performance will be measured to avoid mismatched expectations.
Virtual Assistant salary considerations
Salaries and day rates for Virtual Assistants vary widely. Employers should base pay on the role’s complexity, hours, contract type and the experience or specialist skills required rather than a single market figure.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Virtual Assistant candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What are the expected working hours and timezone?
Candidates need to know core hours, flexibility and whether overlap with a UK time zone or specific hours for meetings is required.
Will software licences and equipment be provided?
Remote workers will want to know if the employer supplies paid licences, a laptop or a stipend for home‑office costs.
How will tasks and priorities be assigned?
Explain whether the role follows a manager’s direction, uses a project management tool, or works from regular briefs.
How is performance measured and reviewed?
Candidates expect clarity on KPIs, reporting frequency and how workload or quality will be assessed.
What data security and confidentiality measures are required?
Remote staff often handle sensitive information; explain expectations on secure connections, NDAs and data handling.
Where to post a Virtual Assistant job
Think about where candidates who specialise in remote administrative work are active. Use large UK job boards for broad reach, remote‑work sites and specialist PA/administration job boards to target experienced VAs, and LinkedIn or professional networks to attract candidates with sector experience. For short‑term or part‑time roles consider freelance marketplaces and local business groups that connect small businesses with remote assistants.
Related administration job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Virtual Assistant job description FAQs
Should I hire a Virtual Assistant as an employee or contractor?
Decide based on how integrated the VA will be with your organisation and how much control you need over hours and tasks. Permanent employment gives more control and continuity, while freelance or contractor arrangements offer flexibility. Check UK employment and tax rules or seek advice to ensure correct status and payroll handling.
What notice period is typical?
Notice periods vary by contract. For permanent roles a month’s notice is common but shorter or longer periods may be agreed. For contractors or freelancers, notice is typically set by the agreed terms and can be much shorter.
Do Virtual Assistants need formal qualifications?
There are no mandatory qualifications. Employers usually prioritise relevant experience, proven administrative skills and competency with required software. Short vocational courses or certificates in business administration can be useful but are not essential.
How can I assess a candidate’s remote working ability?
Ask about previous remote roles, request references, set a short practical task or a paid trial shift, and check their familiarity with remote tools and self‑management practices.
How do I manage confidentiality and data protection?
Use clear contract clauses, require NDAs where appropriate, limit access to sensitive systems, and ensure the VA follows secure remote‑work practices and complies with GDPR requirements.
Ready to recruit a Virtual Assistant?
Use this template to create a clear advert that outlines hours, tools and responsibilities. Decide whether you need a permanent hire or a contractor, advertise where remote VAs look for work and include a short task or trial to help evaluate candidates’ practical skills.
