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Virtual Assistant Job Description (2026): Duties, Skills and Salary

A virtual assistant supports a founder, executive or small team remotely, handling the recurring work that eats a workday: scheduling meetings, managing email, booking travel, updating spreadsheets and chasing down small tasks until they're done. The job is less about one skill than about reliability: things get handled without being re-explained.

Virtual assistants work freelance through agencies or platforms, or as a direct hire supporting one person or a small team. The tools vary by client (Google Workspace or Microsoft 365, a calendar, a project tracker, maybe social or bookkeeping software), but the core is organization, discretion and clear written communication across time zones.

Virtual Assistant job description template

Copy it, replace everything in [brackets] and cut what doesn't apply. Keep the requirements to what the job really needs.

Template · replace the [brackets]

Virtual Assistant

[Company] · [City and office days, or remote with the countries or time zones you hire in] · [Full-time]

About [Company]

[Two or three sentences on what your company does, who it serves and why this team matters now.]

About the role

[Company] is hiring a virtual assistant to support [executive / team] remotely. You'll manage calendars and inboxes, handle recurring admin, and take ownership of small projects so [executive] can focus on higher-value work.

What you'll do

  • Manage [executive]'s calendar, scheduling and rescheduling meetings across time zones.
  • Triage and respond to routine email, flagging what needs [executive]'s attention.
  • Book travel, accommodation and itineraries for [trips / client visits].
  • Maintain records in [spreadsheets / CRM] and keep recurring reports up to date.
  • Research vendors, venues or information and summarize options with a recommendation.
  • Coordinate with other assistants, vendors and clients on [executive]'s behalf.
  • Handle light bookkeeping tasks such as expense tracking and invoice follow-up.
  • Take on ad hoc projects, from event planning to document formatting.

What you'll bring

  • [X]+ years in a virtual, executive or administrative assistant role.
  • Fluent written English and comfort communicating across time zones.
  • Strong organization: nothing falls through without a follow-up.
  • Proficiency with [Google Workspace / Microsoft 365] and a calendar tool.
  • Discretion with confidential information and sound judgment on priorities.
  • Reliable internet connection and a quiet space for calls.

Nice to have

  • Experience with [project management tool, e.g. Asana or Trello].
  • Light bookkeeping or invoicing experience.
  • Social media scheduling or basic graphic design (Canva).
  • Experience supporting founders or executives at a [startup / agency].

What we offer

  • [Pay range: e.g. $X–$Y base salary, plus bonus or equity if offered]
  • [Flexible hours, paid time off, stipend for home office equipment]
  • [Health cover, retirement or pension plan, paid time off, parental leave]
  • [Work authorization: whether you can sponsor a visa or hire through an employer of record]

[Our process: a recruiter call, a short written task such as drafting an email and organizing a sample inbox, and a call with the executive you'd support.]

[Your equal opportunity statement, and how candidates can ask for adjustments during the process]

Put the pay range in the ad. Several US states, including California, Colorado, New York and Washington, require it in job postings, and the EU Pay Transparency Directive gives applicants the right to know the starting pay or its range before the interview.

Virtual Assistant duties by seniority

What the job usually looks like at each level. Pitch the ad at one level and say which in the title.

Junior

  • Handles scheduling, inbox triage and data entry with clear instructions.
  • Follows checklists for recurring tasks like travel booking or reporting.
  • Learns the executive's preferences and communication style.

Mid-level

  • Manages a full calendar and inbox with minimal oversight.
  • Owns recurring projects such as event planning or vendor coordination.
  • Anticipates needs and flags conflicts or priorities before being asked.

Senior

  • Supports multiple executives or a leadership team.
  • Manages a budget, vendor relationships or a small team of assistants.
  • Acts as a trusted gatekeeper on priorities, access and sensitive information.

Virtual Assistant career path

  1. Virtual Assistant
  2. Senior Virtual Assistant
  3. Executive Assistant
  4. Chief of Staff or Operations Manager

Virtual assistant is a common entry point for people moving into remote admin work, often from customer service, teaching or office roles, and it's flexible enough to combine with freelance clients. Experienced VAs move into executive assistant, office management or operations roles with more scope and direct-hire stability.

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Virtual Assistant job description FAQ

What does a virtual assistant do?

Manages calendars, email and travel, keeps records and reports updated, and handles recurring or ad hoc tasks for an executive or small team, all remotely. The exact mix of tasks depends heavily on the client.

What skills should a virtual assistant job description require?

Strong written English, organization, discretion with confidential information, and comfort with common tools like Google Workspace or Microsoft 365. List any specific tools (CRM, bookkeeping software) the client already uses.

Is virtual assistant work full-time or freelance?

Both exist. Some VAs are direct employees supporting one executive full-time; others work part-time or on a retainer with multiple clients through an agency or platform. State the arrangement clearly in the posting.