Virtual Assistant job description

Responsibilities

• Monitor shared inboxes and route requests to the right person the same day
• Schedule meetings, send reminders, and keep team calendars accurate
• Enter, clean, and update records in spreadsheets and the CRM
• Research vendors, prospects, and tools, then summarize findings in a short brief
• Draft routine emails, templates, and documents from bullet points
• Process simple orders, invoices, and receipts following a written process
• Write and maintain checklists for every task they take over

Requirements

• Two or more years in an administrative or operations support role
• Clear written English and careful attention to detail
• Comfortable switching between several small tasks in a day
• Follows a written process precisely and improves it when it is unclear
• Quick to learn new software from a short video or guide
• Reliable communication: confirms receipt, gives ETAs, and reports when done

Tools

• Google Workspace
• Slack
• A CRM such as HubSpot or Pipedrive
• Trello, Asana, or ClickUp
• Loom

What success looks like after 90 days

• Every recurring admin task runs on a written checklist without reminders
• CRM and spreadsheet records are complete and current
• The owner has handed over at least ten recurring tasks and stopped checking them

Screening questions

Ask these before you book an interview.

1. Which admin tasks have you done every week in your last role?
2. Which tools have you used daily?
3. How fast can you type, and how do you check your own work for errors?
4. This is a full-time role working set hours each business day. Can you commit to that schedule?

Interview questions

1. Tell me about a process you documented so someone else could follow it.
2. You get five requests from three people at once. How do you decide the order?
3. Describe a mistake you made in data entry and how you caught it.
4. How do you let your manager know a task is blocked?
5. What kind of work do you want more of over the next year?