Posting the right remote executive assistant job description can make all the difference in finding the perfect candidate online. Your EA will be a crucial part of the team from the moment you start working with them, so you need to ensure you’re working with someone who understand what you expect. This starts with the job post candidates will read, as it’ll help them get a clear idea of what you want the role to accomplish, your values, and business goals, According to a survey by the International Association of Administrative Professionals, 75% of executives said their assistants’ contributions are invaluable to their success - but this can only happen for you if the engagement starts with a common understanding of the position. At A Team Overseas, we have extensive experience hiring EAs and are here to share with you the ins and outs of what makes an effective job description. We hope that, with our practical tips and a sample job description, you’ll leave this page better equipped to attract the virtual assistant you need. Keep reading to learn more!

Why Having The Right Virtual Assistant Job Description Matters

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It’s easy to believe that interviews are the most crucial part of the recruitment process, especially if you’re hiring for the role of remote executive assistant - a position that can often be tough to define. But that's exactly why you should strive to make the goal you have for this role as clear as possible on the job description you’ll post to thousands of potential candidates: it’s the only way to ensure you’re attracting the right ones. Otherwise, if you’re not specific enough on what you need out of an EA, the requirements, responsibilities, and future career growth, you’ll spend weeks interviewing candidates and realizing most of them are not the right fit because you weren’t exact enough about what kind of virtual assistant you needed to hire in the first place. 

Different parts of the job postings will ensure only candidates who are a match apply, but they all play a key part in facilitating a swifter interview process. The general role description will give EAs the general rundown of what you’re looking for, the minimum requirements will help you weed out professionals without the necessary experience and skills, and the role’s responsibilities will ensure people are applying for a job they’ll actually want to do on a daily basis. You should also try to include a little context about your business to ensure those values, vision, and mission statements align with your future remote executive assistant’s ideals. If you successfully integrate these details into one concise EA job description, you’ll be able to find a candidate that will answer your virtual assistant interview questions the right way in no time. 

Key Components of a Virtual Assistant Job Description

Crafting a comprehensive job description is crucial for attracting the right candidates. A clear structure helps set clear expectations and provides a solid foundation for evaluating potential hires. Here’s what the ideal virtual assistant job description should have: 

1. Job Title and Summary:

Start with a clear job title and a brief summary of the role. The title should be specific, like "Executive Assistant to a Startup Founder," to attract the right candidates. The summary provides a snapshot of the position, outlining its purpose and primary responsibilities.

2. Goals and Responsibilities. 

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Detailing the goals and responsibilities of your EA’s role is essential for candidates to understand what to expect before going into an interview. This section should cover the key tasks the role entails, such as managing schedules, handling correspondence, and coordinating meetings. Be specific to give candidates a clear understanding of what their daily tasks will include, and include SMART goals if possible to show them what their role progression might look like. 

3. Required Skills and Qualifications:

61% of hiring managers believe that clearly defined skills and qualifications in job descriptions significantly improve the quality of applicants - and it’s easy to see why. If you want to attract qualified candidates, carefully list the skills and qualifications necessary for the job. This might include organizational skills, proficiency in certain softwares, and excellent communication/language abilities. 

4. Experience and Education:

Always specify the level of experience and education required for the EA’s role. This can range from years of relevant experience to specific degrees or certifications. For example, you might require a bachelor's degree in business administration or a related field and five years of executive support experience.

5. Work Environment and Conditions:

Describe the work environment and conditions. Include details about work schedules and time zones, available hours, travel requirements, company culture, and any other relevant demands of the job. This helps candidates understand the kind of EA role they’ll be joining and assess if they are a good fit for your specific needs.

6. Salary and Benefits:

While some people prefer not to list salaries, including a salary range can attract more qualified candidates. Additionally, outline any benefits offered as well as professional development opportunities. A Glassdoor survey found that 67% of job seekers consider salary information a key factor when evaluating job opportunities - so if you already have a number in mind, consider including it in the job description.

7. Performance Metrics:

Define how performance will be measured, and if there are any stretch goals you know will be assigned from the get-go. This might include specific targets, key performance indicators (KPIs), or regular review processes. Clear performance metrics help candidates understand expectations and how their success will be evaluated, and they can be a good addition to a virtual assistant job description if you’re already certain about what they’ll look like.

8. Startup Overview:

Provide a brief overview of your company or startup, highlighting your mission, values, and culture. This helps candidates gauge whether they align with you and your business goals and if they're excited about what they will be helping you achieve.

9. Details of the Application Process:

Outline the application process as clearly as possible. Include instructions on how to apply, the documents required (like resumes and cover letters), and any deadlines. A transparent application process ensures EA candidates know what to expect and can prepare accordingly.

Customizing the Job Description for Your EA Needs

Tailoring a job description to fit your business and what it needs out of a remote executive assistant is essential for attracting the right candidates. The more customized the job description, the more it will reflect your unique needs and culture, setting clear expectations for potential EAs. Start by including your values, goals, vision, and mission. This alignment helps candidates understand how their role will contribute to the overall success of the organization, and where their growth path within it might take them. Emphasize what makes your startup unique, such as your company culture, work environment, greater mission, and unique details. Highlighting these aspects can make your job description more attractive to virtual assistants who resonate with your values and will be 110% more engaged in their role.

You should also tailor the job requirements to reflect the specific needs of your business. If your company uses a particular software or follows certain procedures, it might be smart to mention these This way, it’ll be easier to attract candidates with the exact skills, proactivity, and experience needed instead of having to sit through endless rounds of interviews only to realize none of them are a proper match. This can be done by customizing the responsibilities section to include tasks unique to your business, such as specific projects or initiatives the executive assistant will handle, and providing detailed responsibilities to help candidates better understand the role's day-to-day aspects. If your industry requires specific certifications or experience with certain languages or technologies, include them as well. By taking the extra time to fully customize your virtual assistant job description, you can attract EAs who are not only qualified but also aligned with your goals and culture. This tailored approach enhances the effectiveness of your hiring process and helps build a strong, cohesive engagement from the beginning.

Sample Remote Executive Assistant Job Description Template

Job Description.

Job Title: Remote Executive Assistant

Location: Remote

About You & Your Company:

[Your Company Name] is a dynamic and innovative [industry] company dedicated to delivering exceptional products/services to our clients. We are seeking a highly organized and proactive Remote Executive Assistant to support our executive team in their day-to-day operations. This role is crucial in ensuring the smooth functioning of our leadership team, enabling them to focus on strategic initiatives and driving the company's success.

Actual Job Description:

As a Remote Executive Assistant, you will be the right-hand support to our executive team/CEO/Founder, providing comprehensive administrative assistance and ensuring efficient management of their schedules and tasks. Your ability to anticipate needs, prioritize workload, and maintain confidentiality will be essential in this role.

Skills & Requirements.

Experience: Minimum of 3-5 years of experience as an executive assistant or in a similar role, preferably in a remote setting.

Education: Bachelor's degree in business administration, communications, or a related field is preferred.

Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management tools (e.g., Asana, Trello).

Communication: Excellent verbal and written communication skills. Ability to interact professionally with all levels of the organization.

Organizational Skills: Strong organizational and time-management skills. Ability to multitask and prioritize effectively in a fast-paced environment.

Attention to Detail: Meticulous attention to detail with a high level of accuracy in work.

Proactive Resolution: Resourceful and proactive in identifying issues and finding solutions.

Adaptability: Comfortable working independently and as part of a team in a remote work environment.

Confidentiality: Demonstrated ability to handle confidential information with integrity and discretion.

Role Responsibilities.

Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements for executives. Ensure all calendar entries are up-to-date and conflicts are resolved promptly.

Communication: Manage and prioritize emails, phone calls, and other correspondence on behalf of the executives. Draft, proofread, and edit documents and presentations as needed.

Meeting Coordination: Prepare agendas, take meeting minutes, and follow up on action items. Organize and facilitate virtual meetings and conference calls.

Travel Arrangements: Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.

Administrative Support: Handle various administrative tasks such as expense reporting, file management, and office supplies procurement. Maintain and organize electronic files and records.

Project Management: Assist with special projects, research, and data analysis. Track project progress and provide updates to the executive team.

Point of Contact: Act as a liaison between executives and internal/external stakeholders. Foster positive relationships and ensure effective communication.

Looking For Help To Hire Remote Executive Assistants?

As we mentioned, crafting the perfect executive assistant job description is crucial for attracting top talent that aligns with what you truly need from an EA. A well-defined job description will make finding the right fit for your company's culture and objectives a lot easier. Now, at a A Team Overseas, we specialize in connecting startups with highly skilled and proactive executive assistants who can help streamline your operations and enhance your businesses’ productivity. With our expertise, you can ensure your hiring process is efficient and effective, taking tasks like writing a job description out of your plate. We handle every detail to ensure all you need to do is start working with your chosen EA right away. Contact us to schedule a discovery call if you’re interested in our services!