Virtual Assistant Job Description Template (2026)

Full JD (copy-ready)

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# Virtual Assistant — Job Description

## Role summary
A Virtual Assistant is the operational backbone for a founder or executive: managing the inbox, calendar, and travel; handling CRM updates and vendor communication; taking notes and owning follow-ups from meetings; preparing documents and light reports; and quietly removing the friction that keeps leadership from doing high-leverage work.

## Responsibilities
- Own the executive inbox: triage incoming mail into respond-now, delegate, file, or defer buckets, draft replies in the principal’s voice, and keep the inbox at or near zero daily.
- Manage the calendar end-to-end: schedule meetings across time zones, protect deep work blocks, reschedule gracefully, and prepare a daily agenda with attendees and context.
- Book travel — flights, hotels, ground transport, visas — within the principal’s preferences (seat, hotel, loyalty programs) and maintain a live itinerary.
- Take notes in every call, capture decisions and action items, and send a recap within 30 minutes of the meeting ending.
- Chase action items across the team until closed — a weekly follow-up loop that prevents decisions from rotting on Slack.
- Maintain the CRM (HubSpot, Salesforce, or Pipedrive): log calls, update deal stages, clean duplicates, and run standing reports.
- Prepare expense reports through Ramp, Brex, or Expensify with receipts attached and correct GL coding.
- Handle vendor research, light procurement, and basic vendor communication (contract renewals, billing disputes, onboarding forms).
- Format and proof-read documents — decks, proposals, board materials — for tone, typos, and consistency before they go out.
- Maintain a living ops doc of recurring processes (SOPs) so knowledge does not live only in the VA’s head.

## Must-have skills
- 3+ years as an executive assistant or VA supporting a US, UK, or Australian principal.
- Fluent written English — can draft a professional email in the principal’s voice on first attempt.
- Spoken English at a level comfortable for client calls and vendor negotiation.
- Google Workspace fluency: Gmail, Calendar, Docs, Sheets, Drive, Meet.
- Calendar logistics across at least 3 time zones without creating conflicts.
- Discretion — has handled sensitive financial, HR, or legal information before without leaks.
- Inbox triage instinct: distinguishes urgent, important, noise, and spam without over-escalating.

## Nice-to-have skills
- Experience with Notion, ClickUp, Asana, or Monday for task ownership.
- Light bookkeeping exposure (expense coding, invoice tracking) at a minimum.
- CRM admin experience in HubSpot, Salesforce, or Pipedrive.
- Social media drafting (LinkedIn posts, ghostwriting).
- Event or offsite coordination experience.

## Tools and technology
- Gmail / Outlook
- Google Calendar
- Slack
- Zoom / Google Meet
- Notion / ClickUp
- HubSpot / Salesforce
- Ramp / Brex / Expensify
- Calendly / Savvycal
- Loom
- Last Pass / 1Password

## Reporting structure
Reports directly to the executive or founder they support. Collaborates daily with the leadership team, the executive’s direct reports, and external vendors, clients, and partners.

## Success metrics (KPIs)
- Inbox kept at <20 messages by end of day, every day.
- Zero missed meetings or double-bookings in the calendar.
- Meeting recap sent within 30 minutes of the call ending for 95%+ of meetings.
- Action-item closure rate tracked and trending up week over week.
- Travel booked within stated budget and preferences, with zero disruption-causing errors.
- Principal’s feedback on ability to take more off their plate each quarter.