Virtual Assistant Roles and Job Description Templates to Use for Hiring

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Crafting a job post can be a complicated and time-consuming process. How do you know that you’ve written all the virtual assistant roles and duties clearly and completely? Does your job description communicate your brand well? Will your job ad reel in the attention of the like-minded, talented individuals you’re looking for?

In this article, we will be talking about the value of an excellent job post, the benefits of job templates, and even sharing a few of them with you. 

What’s the Importance of A Well-Crafted Virtual Assistant Job Description?

Communication

A job post does more than communicate the job requirements. It can also communicate the company’s history, achievements, offerings, values, culture, and tone. You certainly don’t want to flood your job description with company facts. However, a short introduction to your company can be a valuable advertisement to attract talented individuals. 

There are many ways you can do this. Constructing an introduction around company history, values, and culture can appeal to candidates with similar values or passions. Showing off achievements can attract highly skilled individuals looking to mutually benefit from a partnership. 

Attracting the Right People

A man and a woman doing an individual, personal check-in before their team virtual meetings.

If your job post looks very well put together, detailed, and clear, it will exude sense of professionalism. This has a higher likelihood of attracting people with the same mindset and values. Just remember, you attract what you project. If your job post isn’t skillfully crafted, don’t expect to attract skillful individuals. 

Setting up Clear Expectations

If you don’t describe virtual assistant roles and responsibilities in detail, you’re setting yourself up for future misunderstandings. Not only should you define the specific skillsets you are looking for, but you should also lay out the scope of the work clearly and concisely. This way, potential applicants know exactly what you expect from them. In turn, they also know what they can expect from you. You don’t want to spend your time answering a bunch of clarifying questions for applicants who will turn out to be wrong for the job just because you weren’t specific enough in your posting.

What Are The Benefits of Using Templates for Hiring Virtual Assistants?

Time-Saving

Having to create a template from scratch can take away valuable time from actually finding someone to fill the role. Now imagine if you needed to create one each for multiple positions over several months or years! With a template, all you need is to fill in or edit the requirements in each section, and you’re good to go. If you’re under a time constraint, recruit frequently, or need to find a hire quickly, a job description template is an easy and effective solution. 

Look Professional

virtual assistant roles

Job seekers are likely to be discouraged by a poorly written, typo-ridden, or info-lacking job description. Some have had unfortunate experiences with job scams. Others have wasted hours inquiring about details that weren’t specified only to have the position filled. Using these templates can help you appear more professional and legitimate. A well-put-together job post breeds confidence in job seekers. 

Beginner Friendly

If you’ve never written a job description before or are new to hiring, job posting and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs.

If you’ve never written a job description before or are new to hiring, job postings and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs. 

Good Foundation to Build Off Of

One criticism of templates is that they can sometimes be cookie-cutter or appear “same-y”. However, they do provide a good framework to build from and add your own personality. They provide you with the sections you need and you can mix and match them to fit your company’s tone. Not everyone wants to know a person’s educational attainment or certifications. However, if you value that as a company, you can add that in. Eventually, you will be able to create your own templates and requirements for virtual assistant roles.

Key Components of a Virtual Assistant Job Description

Documents containing the details of different virtual assistant roles.

Job Title and Summary

The job title is the first thing candidates see, which means it’s important to write it well. It not only succinctly describes the position, but should provide a hook to grab attention. 

The job summary, often called a “job brief,” is like an introduction to the position. This can include a short but engaging description of the position and a small background of your company. As mentioned earlier, you can include details such as company achievements, values, product or service information, and other information you think could add value to the job post. Whatever you think can make your job post stand out among the rest, include it. 

Job Responsibilities

This is the part where you go into more detail about virtual assistant roles. This part of the template covers:

  • scope of the work
  • skills required
  • proficiency with tools
  • educational or certification requirements
  • experience requirements
  • location preference

Note: If you want to keep clarifying questions to a minimum, the more detail you add, the better.

Schedule / Hours Per Week

This section is where you indicate whether you require a part-time or full-time hire. Along with that, you should specify if you need them to work on specific days or during specific hours. Additionally, you can also indicate if there is a certain number of hours they need to put in during a week.

Rate

We recommend doing some research on what the average hourly rates are for the position you are hiring. While these rates can be up for negotiation during interviews or onboarding, you should know the average and display a range. This way candidates can see the range and consider if their rates lie within that range. You should also indicate if you are willing to hire on a per-project basis and do the research for those rates as well. 

Note: Rates will vary depending on the region or country you hire from. If you need a remote worker with stable power, stable internet, and backups, that comes with a higher cost. 

Job Post Templates For 3 Common VA Roles

Customer Service VA

Smiling agents with headsets to whom you can outsource eCommerce customer service.

Job Description:

We are looking for a virtual assistant to handle the phone, email, and live chat support lines for our business. We need someone who has solid experience in this type of role. Please do not apply if you do not have at least 2 years of experience providing phone, email, and live chat support. Also, do not apply if you don’t have a quiet working environment and a background noise-canceling headset.

The ideal candidate should have a pleasing and positive personality and is able to convey this through email and chat interactions with our customers and prospective clients. He/she will be expected to learn about our product/services and resolve client issues on their own unless help from another department is needed. We want someone who is a problem solver, resourceful, can work under pressure and with little to no supervision, and goes above and beyond in handling customer issues. Excellent English communication skills and a neutral accent is a MUST. The VA should have their own computer and fast and reliable internet connection.

Desired Hourly Rate:

$6 to $8

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Live chat support software programs such as Hubspot, LiveChat, ChatBot, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

General Admin VA

virtual assistant roles

Job Description:

We are currently looking for a general virtual assistant to join our team. We need someone who has experience in this type of role. Please do not apply if you’ve never worked as a general VA.

The ideal candidate should be knowledgeable in carrying out a variety of tasks such as data entry, research, social media management, email correspondence, calendar management, setting appointments, etc. He/She should be very organized, has a keen eye for detail, is reliable, and MUST communicate well. Some tasks are done on a daily basis, while others need to be done only when needed. It is important that the VA can work well under pressure and handle multiple tasks efficiently, even on a busy day.

Desired Hourly Rate:

$5 to $7 per hour

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Calendar management tools such as Calendly, Google Calendar, etc.
  • Evernote, One Note, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

Marketing VA

virtual assistant roles

Job Description:

We are looking for a digital marketing virtual assistant to join our team. We need someone who is passionate about creating and managing sophisticated high-performing digital marketing campaigns that align with our objectives.

The ideal candidate should have extensive knowledge and understanding regarding market research, analytics tracking, and campaign management across Google and social media platforms. You must be excellent in a collaborative environment, and must be able to bring your own ideas to the table. On top of this, you should have excellent communication skills and can handle a variety of tasks effectively, even when under pressure.

Desired Hourly Rate:

$8 – $12

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Flexible

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Google Analytics
  • Google Adwords
  • Email Automation Software like Hubspot, ActiveCampaign, Sharpring, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

These virtual assistant roles and responsibilities templates were created by the team at Outsource School. We’ve used a lot of these templates in our own hiring processes and love to share them with other business owners. They are taken from our 50 Job Post Templates To Hire Rock Star Virtual Assistants. This resource was a bonus given to one-year Outsource School members. If you want full access to helpful resources like this and even personalized assistance with your hiring needs, consider becoming a member today!

Top 10 Virtual Assistant Roles

It is definitely possible to outsource your entire business to virtual assistants. Here’s a list of the top virtual assistant roles you can hire for:

  1. Administrative Virtual Assistant
  2. Social Media Virtual Assistant
  3. Customer Support Virtual Assistant
  4. Content Writing Virtual Assistant
  5. Research Virtual Assistant
  6. Project Management Virtual Assistant
  7. E-commerce Virtual Assistant
  8. Email Marketing Virtual Assistant
  9. Graphic Design Virtual Assistant
  10. Website Development Virtual Assistant

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

Conclusion

You are now armed with job post templates and are ready to start hiring. You now also and a better understanding of how to write your own job posts – job descriptions, virtual assistant roles, rates, and all. So, get out there and begin your search for the perfect candidate!

 

Want help outsourcing & hiring virtual assistants? We make it easy! Learn More, Speak w/ an Expert, or Request a Callback

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