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Virtual Assistant Job Description: Top Duties and Qualifications

Last updated: December 10, 2022

A Virtual Assistant, or Virtual Administrative Assistant, is responsible for providing remote assistance to business management professionals. Their duties include conducting research and organizing data, interacting with customers or clients on their employer’s behalf and performing additional clerical duties like updating calendars or sorting documents.

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Virtual Assistant Duties and Responsibilities

Outline the duties and responsibilities you plan to give your Virtual Assistant. Be as specific as possible when listing all of the important daily tasks you expect the selected candidate to perform. Mention how the job functions in the organization, and include if there are any special responsibilities attached with the position.

Examples of Virtual Assistant duties and responsibilities include:

  • Answer emails and phone calls from customers.
  • Make travel arrangements.
  • Schedule appointments.
  • Make cold calls to generate leads from a provided spreadsheet.
  • Create content to post on the company’s social media channels.
  • Conduct online research to find address and contact details for a given list of companies.
  • Prepare presentations according to instructions given.
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Virtual Assistant Job Description Examples

Example 1

**This is an Independent Contractor Role - Not an Employee Position**

We are a Virtual Assistant company for Healthcare Providers and are looking to grow our team. We are looking for an assistant to provide administrative support to our clients while working remotely.

You will perform various administrative tasks, including answering emails, scheduling appointments, answering calls and verifying insurance. For this role, a strong Internet connection is required. Ultimately, you should be able to handle administrative projects and deliver high-quality work under minimum supervision.

Our clients are mental healthcare providers and we manage their practices. Experience working with mental healthcare professionals is required.

Responsibilities

  • Respond to emails and phone calls
  • Manage a contact list
  • Prepare customer spreadsheets and keep online records
  • Organize provider’s calendars
  • Provide customer service as first point of contact
  • Medical Billing
  • Insurance Verification
  • Follow up on Intake Paperwork
  • Scheduling Intake Appointments
  • Follow Up Appointment Scheduling
  • Contact Patients for Scheduling

    Skills

  • Proven experience as an assistant working remotely or relevant role
  • Experience with EMR systems - Simple Practice is a major plus
  • Experience with Trello is a plus - but not required.
  • Experience with word-processing software and spreadsheets (e.g. MS Office)
  • Knowledge of online calendars and scheduling (e.g. Google Calendar)
  • Excellent phone, email and instant messaging communication skills
  • Excellent time management skills
  • Solid organizational skills
  • High school diploma; additional qualifications as an Administrator or Executive Assistant are a plus

    Job Type: Part-time

    Pay: $14.50 per hour

    Benefits:
  • Flexible schedule
    Schedule:
  • Monday to Friday

    Application Question(s):
  • We are looking for individuals to join our TEAM not just people to fill the seats. Please let us know why you would be a great fit for our team!!
  • Do you have experience as a Mental Healthcare Virtual Assistant? Do you have experience in the mental healthcare field? If so, what is your experience - specifically relating to the mental healthcare field?
  • We are looking for someone to work either 9:30-11:30est or 1-4 est. Are you available during either of those times and if so, what is your preferred shift?

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Mental Healthcare Administrative: 1 year Location: Remote

    • Example 2

    ABOUT US

    Peachtree Versatile Assistants (Peachtree VA) is a premier provider of executive virtual assistant services for small to medium-sized business owners, CEOs/Executive Directors, and independent professionals. We help these individuals and teams with administrative and operational tasks, giving them the gift of time so they can focus on growing their businesses. By hiring our “versatile” assistants (VAs) our clients gain access to a whole team of highly skilled professionals, all while saving on traditional employment overhead costs.

    The Peachtree VA culture is founded on the ideals of passion and personality. Every assistant on our team has a passion for their trade and has the grit, natural curiosity, and spirit to match. It is with these qualities that we are able to deliver trustworthy, high-end assistance with a personable flair to our clients. The Peachtree VA team is rapidly growing and excited to add another enthusiastic member to our group of savvy, versatile assistants.

    THE Opportunity

    If you’re looking for a part-time, flexible and 100% remote opportunity - and you’re excited to join a talented team of versatile professionals - this position could be a great fit for you!

    We are currently hiring Versatile Assistants. Responsibilities to include:

    Executive Assistant Support
  • Regular client interfacing (via phone/video conference)

  • Email management (checking/organizing one or more inboxes for each client)

  • Calendar management (coordinate internal and external meetings for multiple executives, manage hectic and complex calendars)

  • Preparing materials such as presentations, expense reports, spreadsheets, documents, etc.

  • Travel management (researching itineraries, making reservations, booking international and national flights, etc.)

  • Assist with the development of communications and content (e.g. webinars, newsletters, emails, website content)

  • Research tasks

  • Support implementing digital marketing plans (i.e. scheduling newsletters or social media posts, etc)

    Operations Support
  • Creating/executing/maintaining standard operating procedures, workflows and processes

  • Admin tasks associated with CRM software

    KEY Attributes
  • Confident, decisive and experienced communicator with strong written and verbal skills that can use tact and diplomacy when interfacing with different personalities

  • Professional and friendly demeanor

  • Detail-oriented, but able to work efficiently with minimal errors

  • Ability to work in a fast-paced virtual environment, manage priorities/deadlines accordingly

  • Tech-savvy, eager and quick to learn new technology

  • Independently seek to identify and resolve problems in a timely manner with minimal direction and maturity, being a creative and proactive problem-solver

  • Capable of performing duties with a high level of confidentiality and discretion while exhibiting integrity and trustworthiness with sensitive information

  • Cope well with ambiguity and changes in direction as solutions are developed

  • Ambitious, engaging and positive self-starter that is flexible, patient and open-minded with a great attitude

    Qualifications
  • Bachelor's degree preferred

  • Experience working remotely preferred

  • 2+ years of providing complex calendar management, travel, and expense reports for 1 or more executives

  • Available to complete work, take calls, etc. during business hours Monday - Friday

  • At least 15 hours/week of availability

  • Previous experience managing multiple clients, accounts, and projects preferred

  • Mac (preferred) or PC Computer (including webcam) and the most recent version of MS Office installed (all programs; PowerPoint, Word, Excel and Outlook)

  • A fast and reliable internet connection

  • Smartphone with email capabilities and the ability to download various apps

  • Preference to candidates proficient in common online programs/software used by small business owners.

    ***We are currently not accepting candidates who have full-time jobs or are enrolled in school full-time

    Additional Information
  • 1099 contractor position

  • Remote position

  • Hourly rate is $22/hr

  • All applicants may be subject to a background check

  • Interview process requires all candidates to complete a comprehensive skills assessment

    Peachtree Versatile Assistants (Peachtree VA) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members.

    Job Types: Part-time, Contract

    Pay: $22.00 per hour

    Schedule:
  • Monday to Location: Remote

    • Example 3

    Wishup is World’s leading remote employee platform helping US-based businesses in building highly efficient remote teams. Wishuop has got the support of marquee investors like Orios Venture Partners, Inflection Point Ventures, Tracxn capital, and Mato Peric in its journey to be the biggest all-remote company in the world.

    In short, we pioneered remote working when very few believed in the concept and now we are leading the way for the entire world to see!

    Please note: We are currently accepting applications for US residents only

    Job Profile:
  • An Online Business Manager/Virtual Assistant at Wishup is a remote full-time employee that works for and is trained by Wishup, and is deployed to engage with one or more US-based clients.

  • The role is remote and full-time (not a freelancing assignment)

  • We are currently looking for individuals who have availability during normal business hours, Monday through Friday.

    What’s in it for you?
  • This is a great opportunity for an individual looking for purpose and to plant roots with a fast-growing company. All while enjoying the freedom to work remotely as an independent contractor yet still be a part of an assistant community.

  • You’ll get to interact and build relationships with the smartest global founders and CXOs working on cutting-edge idea.

  • Constant upskilling to maintain market relevance

  • Stable full-time remote job in a company that has been fully remote for over 5 years: work from home (or anywhere),

  • A healthy work-life balance

    Roles & Responsibilities:

    VAs are allocated single/multiple jobs post-training. These jobs are permanent & recurring in nature. A single job may take up all of your bandwidth or multiple jobs may share your bandwidth. A few prominent and common tasks are:
  • Project Management

  • Ecommerce Assistance (Amazon Seller/Shopify)

  • Advanced Excel and MIS Reporting

  • CRM and Lead Management

  • Online Research

  • Lead Generation

  • Executive Assistance (Itinerary Planning, Calendar Management, Inbox Management, etc.)

    You're a great fit if you have:
  • The ideal candidate would be a master juggler who has the ability to dive in and completely own the position.

  • An individual who finds purpose in helping others and managing a diverse workload with experience prioritizing tasks in a fast-paced environment.

  • They would be results-driven, a self-starter with excellent attention to detail.

  • They would value nurturing the relationship with the executive while being a proactive thinker, not just a task doer.

  • A stable career employment track record

  • Impeccable written and spoken English

  • An aptitude for mathematics and logic

    Job Prerequisites:
  • High-speed internet connection

  • Laptop with an integrated camera and a pair of headphones

  • Distraction-free workspace with zero external interference

  • Ability to work in US time zones

    Work Shift (either of the following may be allocated):

    Mon-Fri, 9 a.m. - 6:00 p.m. EST

    Mon-Fri, 9 a.m. - 6:00 p.m. PST

    Hiring and Onboarding

    - Two rounds of online tests testing written communication and logical reasoning abilities

    - Two rounds of video interviews testing spoken communication and problem-solving skills

    - Training period of up to 2 weeks

    - Probation period of 2 months from the date the training period ends.

    Salary:

    USD 15-22 per hour.

    Company Reviews:

    [website]Wishup[website]

    Social Media Links:

    LinkedIn - [website]

    Facebook - [website]

    Twitter - [website]

    Instagram - [website]

    Training at Wishup:

    [website]

    Life at Wishup:

    [website]jzmA

    Job Type: Contract

    Salary: $15.00 - $22.00 per hour

    Schedule:
  • 8 hour shift

    COVID-19 considerations:
    NA

    Application Question(s):
  • As a part of the Hiring process every candidate is required
    1. Fill the application Link : [website]
    2. Complete following Aptitude test : Location: Remote

    • Example 4

    Hey hey! We're looking for awesome people to join our rapidly growing team as virtual assistants. Our ideal candidates are ruthlessly organized, quick on their feet, up for a challenge, and fun.

    Our clients are busy professionals or business owners who need help- but sometimes don't know where to start. Our job is to help them identify how we can help and make their lives easier and free up their time. Because of that, we tend to brainstorm and provide solutions rather than simply take orders for tasks.

    A typical day might include lead generation, social media management, calendaring, and bookkeeping- but we'll create an engagement based on what you're really good at. If graphic design is your jam, or maybe making order out of a chaotic Google Drive makes you happy, we'll focus there.

    Our VAs come from everywhere and are going places. If you have a great attitude, great attention to detail, love hyper-flexibility, and believe it's important to lift as you rise, we'd love to talk to you.

    We have a need for a wide variety of skills, but have found that our clients are particularly looking for availability during business hours. We have a particular need for VAs with copywriting, editing, graphic design, social media, and tech skills.

    Once we’ve received your recording and your resume, we’ll listen to your answers and, if it makes sense, reach out for an interview.

    I’m looking forward to hearing from you!

    myVA Rocks, LLC may request consumer reports, as defined by the federal Fair Credit Reporting Act, on you from a consumer reporting agency in connection with your employment application and for employment purposes. A consumer report is a compilation of information that might affect your employability. These reports may contain information about your character, general reputation, personal characteristics and mode of living. The reports may also contain information about you relating to your criminal history, credit history, driving and/or motor vehicle records, education or employment history, or other background checks.

    Job Types: Full-time, Part-time, Contract

    Pay: $20.00 per hour

    Benefits:
  • Flexible schedule

    COVID-19 considerations:
    We're 100% remote, all the Location: Remote

    • Example 5

    We are looking for an excellent virtual assistant to assist in supporting our Sales team. Work from home 100% of the time!

    Who are we?

    In 1986 two airline professionals, Jim and Susie Anglin, were on a mission. Over the last 30 years, we’ve adapted and innovated to provide you with a Never Forget Your Wings experience. With every email, with every call, it’s our goal to provide you with a WOW experience. Something that's unheard of in our aftermarket world. When issues occur, as they frequently do, we’re committed to solving them.

    What We Do

    Skylink supports the maintenance of world aircraft fleets. We work with large commercial, regional, and military aircraft. We support clients in over 30 countries. As a sales team, we create value with every interaction, with every e, and with every order we process. Creating a WOW experience is in our team's DNA, our mission is to be our client's wings when they need them the most, and you'll be integral in helping us deliver on that.

    THINK YOU'RE THE Perfect Candidate FOR THE JOB?

    ---- Important Details ----

    *Please complete our requirement to apply and visit our careers page in the link below and submit your application: *
  • [website]

    This is your chance to WOW us, so we can then WOW you. : -)

    WHAT WE ARE Looking FOR:

  • Meticulous – you have a fine eye for details.
  • Resourceful – you always find a way to make it work. Solution-oriented. Ability to follow processes and procedures.
  • Positive – Pleasant to be around and work with.
  • Both independent and a team player - Able to get things done independently, but willing to lend a helping hand to team members.
  • Hyper-organized – Able to handle a large variety of projects and tasks and make sure nothing slips between the cracks.
  • Articulate – Can communicate professionally and informally over the phone and in writing.
  • Tech-savvy – able to quickly learn new software tools.

    WHAT WILL YOUR Responsibilities BE:

  • Calling/emailing vendors for es.
  • Entering data into our ERP systems.
  • Researching and prospecting clients and updating information in our CRM.

    Job Type: Full-time

    Pay: $7.25 - $11.00 per hour

    Application Question(s):
  • Did you complete our requirement and apply to our careers page: [website] ?

    Education:
  • Associate Location: Remote

    • Example 6

    Property Manager/Virtual Executive Assistant

    We are seeking an experienced Property Manager and Virtual Executive Assistant to help the executive management team manage the wireless assets (cell towers, rooftop antennas, water towers, etc.) the company has under management.

    If you have property commercial or residential management experience, cell tower management is much the same, so we encourage you to apply.

    The ideal candidate for this position may have an opportunity for advancement or a long-term position within the company.

    ***
  • As a part of applying for this position, please make certain to complete the assessments, or the application will be deleted. These assessments are valuable tools, and very necessary for remote hiring. Thank you for understanding. ****

    Responsibilities:
  • Manage all aspects of assigned assets, including equipment and utility audits, lease amendment processing, new leases, site decommissioning/relocation, payment verification, and insurance verification.
  • Arrange inspections and maintenance as required and according to secured access protocols.
  • Maintain a positive, productive relationship with clients and vendors.
  • Accomplish financial goals and report periodically on financial performance.
  • Maximize ROI by identifying opportunities to increase revenue.
  • Assist company management with preparation of reports, database management, file processing, and general operations.

    Requirements:
  • Bachelor's degree preferred. Current college juniors or seniors will also be considered.
  • An accounting/bookkeeping background is very helpful.
  • Minimum of three to five years in property management.
  • Certified Property Manager (CPM) is a huge PLUS!
  • Ability to understand and perform all on-site software functions; basic computer skills required.
  • Lease abstracting experience is another big PLUS!
  • Must have a late model computer with MS Office, a high-speed internet connection, and a functional, remote workspace. CRM experience is also a big PLUS!
  • A dedicated self-starter is a must!
  • Background check and references required

    Job Types: Part-time, Full-time, Contract

    Job Types: Full-time, Part-time, Contract

    Pay: From $12.00 per hour

    Schedule:
  • Monday to Friday
  • On call

    Application Question(s):
  • Are you willing to undergo a background check?

    Language:
  • English (native) (Required)

    License/Certification:
  • Real Estate License (Preferred)
  • Certified Property Manager certificate Location: Remote

    • Example 7

    High-volume, fast-paced Florida traffic ticket law firm seeks a full-time assistant with excellent customer service skills to work remotely from home. Legal experience not required, but a plus.

    Main Responsibilities
  • Respond to all calls in a timely manner
  • Identify customer questions, concerns, and overall needs
  • Provide sufficient answers and solutions to all customer queries
  • Handle customer complaints respectfully and professionally
  • Redirect customers to attorney when appropriate
  • Generate leads for attorney by screening callers and identifying potential sales opportunities
  • Follow all communication procedures, policies, and guidelines during every customer interaction
  • Data entry into Client Relation Manager (CRM)
  • Electronically file court documents
  • Obtain case updates and results from courthouses
  • Email case updates and results to clients
  • Sort, organize and manage attorney calendar

    Qualifications
  • High school diploma or equivalent (GED)
  • Customer service experience required
  • Familiarity with CRM systems a plus
  • Excellent communication and time management skills
  • Ability to multitask
  • Outgoing and friendly personality

    Requirements

    Bilingual (must speak, read, and write Spanish fluently). Computer and smartphone with high-speed internet. Must download the application “RingCentral” and be technology savvy, including experience with Microsoft Office and the ability to learn new software used by the firm. A workspace free from noise and other distractions.

    Job Type: Full-time

    Pay: $15.00 per hour

    Schedule:
  • 8 hour shift

    Application Question(s):
  • Do you have experience answering a large number of calls a day? Please list average calls/day.
  • Are you fluent in Spanish (writing/speaking)?

    Experience:
  • Customer service: 1 year Location: One location

    • What Does a Virtual Assistant Do?

    Virtual Assistants typically work for corporations from a remote area, enabling them to complete their job duties at home. They work closely with company employees using email, phone or video chat technologies to enter data into spreadsheets or update office calendars. Their job is to answer customer phone calls and oversee transfers, create memos or newsletters and assist with planning travel details. They may also be responsible for helping their employers maintain social networking platforms or customer support channels.

    Virtual Assistant Skills and Qualifications

    This section should outline the educational qualifications and skills required for the Virtual Assistant position in your organization. List the technical and non-technical skills your organization requires along with degrees, certifications and training you want the successful Virtual Assistant candidate to have. Include if you are looking for certain personalities, qualities or traits.

    Examples of Virtual Assistant skills and qualifications include:

    • High school diploma or GED
    • Bachelor’s degree preferred in some roles
    • Over three years of experience in a Virtual Assistant role
    • Familiarity with latest workplace technologies, including VoIP, online calendars and desktop sharing
    • Working knowledge of spreadsheet and word-processing program
    • Excellent multitasking, time management and organizational skills
    • Ability to work with minimum supervision
    • Must have a PC and reliable Internet connection

    Virtual Assistant Salary Expectations

    On average, a Virtual Assistant receives a salary of $15.84 per hour. Indeed has computed this estimate after considering the salary data submitted by several hundred Virtual Assistant employees and job advertisements published on Indeed during the last three years. Typically, a Virtual Assistant works for an average tenure of less than a year. Salaries may depend on the candidate’s level of education and experience, as well as your organization’s industry and geographical location.

    Virtual Assistant Education and Training Requirements

    A Virtual Assistant should have a high school diploma for effective understanding and execution of instructions, but some organizations prefer bachelor’s degrees for more refined skills. You may require the candidate to have additional training and certifications depending on the nature of duties you plan to assign to them. For example, a basic course in computers and typing can be helpful for a data entry task. Similarly, certification in social media management can be of great help in ensuring that the candidate possesses the necessary knowledge and skills required for the job. Some community colleges and online educators also offer certifications in Virtual Assistant skills.

    Virtual Assistant Experience Requirements

    An experience of two to three years would be sufficient for a Virtual Assistant position if you are hiring for data entry and other basic tasks. However, more experience in certain industries may be necessary for more specialized functions like cold calling, email marketing and lead generation. In either case, look for candidates with experience in the area they will be working on in your organization. A Virtual Assistant should also have a reasonable experience in using common internet technologies like VoIP and desktop sharing applications as well.

    Job Description Samples for Similar Positions

    If Virtual Assistant is not quite the position you are planning to recruit for, here are some other job description samples for closely related positions:

    Ready to Hire a Virtual Assistant?Build a Virtual Assistant Job Description

    Frequently asked questions about Virtual Assistant

     

    What is the difference between a Virtual Assistant and a Receptionist?

    The difference between a Virtual Assistant and a Receptionist is their work environments and respective job duties. For example, Virtual Assistants typically report to one business professional from a remote location. Because of this, they typically focus on providing assistance in several areas, including scheduling, answering calls or conducting research on their behalf. Virtual Assistants can also have a professional background that aligns with their superior’s needs like marketing, customer service, IT or human resources.

    In contrast, Receptionists complete their job duties in an office setting. Their job is to provide administrative and clerical assistance to an entire office or department. They greet office visitors, answer phone calls, draft emails and organize office supplies. Because they work in an office setting, they also have the ability to make copies, scan documents or fax documents accordingly.

     

    What are the daily duties of a Virtual Assistant?

    On a typical day, a Virtual Assistant starts by checking their email and voicemail to respond to time-sensitive messages from their superior or business customers. They have a phone or video chat meeting with their manager where they receive new assignments and relay messages or other important details. Throughout the day, Virtual Assistants answer phone calls on behalf of their employer and answer emails. When Virtual Assistants have downtime, they complete data entry tasks, complete market research and draft presentations or informational memos.

     

    What qualities make a good Virtual Assistant?

    A good Virtual Assistant is someone who works well with technology and software programs. This enables them to effectively conduct their job duties from remote locations. They have excellent written and verbal communication, allowing them to draft professional documents and speak with business customers in a professional manner. Further, a good Virtual Assistant has a keen attention to detail that helps them catch mistakes in emails, spreadsheets or travel details. A good Virtual Assistant is also self-disciplined, which motivates them to complete their job duties with little supervision.

     

    Who does a Virtual Assistant report to?

    A Virtual Assistant can report to different roles, including General Managers, Department Managers, Administrators, Directors or Executives. They can also work for public figures, Lawyers or Entrepreneurs. These individuals provide Virtual Assistants with work assignments and act as a point of communication for their questions. Virtual Assistants also need to report to these professionals to confirm appointments, travel dates and other important commitments.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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      *Indeed provides this information as a courtesy to users of this site. Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance.