Virtual Assistant Job Description Template (UK, Free Copy-Paste)
By TalentDock Editorial Team · Updated 19 September 2026 · 4 min read
Copy-paste virtual assistant job description
Job title: Virtual Assistant [or Executive Assistant / Customer Support VA]
About [Company name]: [Two sentences on what the business does and who it serves.]
Role summary: You will provide remote administrative support to [name or team], managing [inbox, diary, data, customer queries] so that [outcome, e.g. the founder can focus on sales]. This is a [full-time / part-time] role of [X] hours a week.
Working hours: [e.g. 9am-5pm UK time, Monday to Friday, with at least [X] hours of overlap with our team].
Core responsibilities
- Manage and triage the shared inbox, drafting replies for approval
- Schedule meetings and manage the calendar
- Update the CRM and keep contact records accurate
- Complete data entry and prepare weekly reports
- Research suppliers, leads or competitors on request
- [Add up to three role-specific tasks]
Skills and experience
- Excellent written English and clear communication
- Proficiency with [Microsoft 365 / Google Workspace], [CRM name] and [project tool]
- Strong organisation and attention to detail
- Ability to work independently and prioritise
- [Experience in your sector, if relevant]
Tools you will use: [list tools, e.g. Gmail, Slack, HubSpot, Asana].
Confidentiality and data: You will handle confidential and personal data. You must follow our data-protection and security procedures and sign our confidentiality agreement.
How success is measured: [e.g. inbox cleared daily, response time under 4 hours, error rate under X%, weekly report delivered on Fridays].
To apply: [Instructions, including the practical task to complete.]
How to customise the template
Be specific about hours
State working hours, overlap and time zone so there are no surprises.
Limit the task list
List what the VA will do in the first 90 days, not everything you might one day want.
Name your tools
Candidates can self-select on the tools they know.
Include a practical task
Ask applicants to complete a short test that mirrors the job.
Set measurable outcomes
Response times, turnaround and accuracy give you something to review against.
Role variants to adapt
| VA type | Emphasise | Add |
|---|---|---|
| Admin VA | Inbox, diary, data entry, filing | Volume of tasks and tools |
| Executive assistant | Diary, confidentiality, travel, board papers | Seniority of principal and discretion |
| Customer support VA | Response times, tone, escalation | Support tool, tone guide, service levels |
| Sales support VA | CRM hygiene, outreach admin, appointment setting | Pipeline stages and targets |
| Finance-adjacent VA | Invoicing, receipts, reconciliations prep | Accounting software and controls |
For a senior, confidential role, see the executive assistant page.
Checks that avoid problems
Describe the role factually and avoid discriminatory wording. If you are employing someone in the UK, get the terms and conditions right; if you use an offshore provider, the contract is with them. If personal data will be handled overseas, note that a UK GDPR safeguard is needed; see our legal guide. Once your description is ready, use our interview questions to assess candidates and the complete hiring guide for the full process.
If you would rather skip the writing and get a vetted shortlist, see hiring an offshore virtual assistant with TalentDock.
Frequently asked questions
What should a virtual assistant job description include?
A role summary, hours and overlap, core responsibilities, required skills and tools, confidentiality expectations, success measures and how to apply.
How long should a virtual assistant job description be?
About one page. Keep the task list to what the VA will do in the first 90 days and be specific about hours and tools.
What are the main responsibilities of a virtual assistant?
Inbox and diary management, data entry, research, customer replies, CRM updates and reporting are typical. Adapt the list to your business.
What skills should I ask for in a virtual assistant?
Strong written English, organisation, attention to detail, independence and proficiency with your tools. Test them with a practical task.
Should I include salary or rate in the job description?
It helps to state the rate or monthly fee where you can. If you use a managed provider, the fee is set by the provider.
Can I use this template for an executive assistant?
Yes. Add diary, travel and confidential-document duties and emphasise discretion and seniority.
General information, not legal, tax or financial advice. Figures are indicative and were checked on 19 September 2026; confirm your own position with a qualified UK adviser.
More on hiring a virtual assistant
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