A virtual personal assistant (VPA) is a self-employed individual who offers virtual administrative services to companies, clients and business leaders. They work from a remote location.
For the sake of this job description template, the virtual personal assistant is responsible for scheduling appointments, taking minutes of meetings, diary management, event organising, planning travel arrangements, managing email accounts, making phone calls, coordinating appointments for senior managers and other administrative tasks. The VPA is responsible for personal errands as well as keeping the virtual office in running order.
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Job Title: Virtual Personal Assistant
Location: [Insert location]
Salary Range: [Insert salary range]
Key responsibilities:
Virtual personal assistants have many different responsibilities in a virtual office environment. The primary responsibilities are managing the personal diary, travel arrangements and other personal errands for the employer. Other administrative tasks such as email management and coordinating virtual office activities of senior managers are included in the job speculation. The following duties and responsibilities are dependent on the needs of the company.
- Manage office correspondence efficiently including: receiving and sending packages, administrative emails, phone calls and other forms of communication.
- Provide administrative support to the employer by organising travel agendas, itinerary, bookings, appointments, diary management, presentations, proposals and more.
- Assist with record keeping, meeting minutes and data capture.
- Any other virtual administrative tasks can be delegated to a VPA.
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Skills and requirements for an office administrator job
This office administration job requires:
- Previous experience as an administrator, office assistant or in other relevant roles
- The ability to engage with clients and external stakeholders
- Relevant degree or diploma (if required)
- Organisational skills
- Ability to comply and implement compliance policies
- Excellent written and spoken English communication skills
- Ability to work remotely and self motivate
- Basic bookkeeping experience is an advantage as well as a basic financial understanding
- Some database management skills
- Marketing/social media experience is an advantage
- Good computer literacy skills including Microsoft Word, Excel and Powerpoint.
Qualities and soft skills required for this job:
- Ability to multitask
- Excellent communication skills
- Good attention to detail
- Punctual
- Reliable
- Honest
Other requirements:
- Own reliable internet access
- Access to own computer and cell phone
How to write an introductory paragraph or brief
An introductory paragraph for a job description is how to communicate the job specifications in a simple way so that you draw the right applicants into the role. Make sure your first line introduces the job or company to prospective candidates.
Then, briefly outline the role responsibilities and share what type of skills, characteristics and experience you require. Include what makes your company unique and why this particular role is important to the business.
End the introduction with what type of job this is. Specify if it is office based, hybrid or remote and what the measure of flexibility is.
Example:
A (insert the type of company i.e. sanitation, legal, media/ marketing etc.) company is looking for a reliable virtual personal assistant. The successful candidate will be responsible for administrative tasks in the virtual office, managing various clerical business functions and supporting the employer with relevant personal errands and other administrative tasks.
The ideal candidate will have an eye for detail, a professional disposition, a nurturing personality, computer literacy, excellent organisational and interpersonal skills and experience with administrative management. Credentials in finance or bookkeeping are a bonus.
(Name of company) is an innovative, creative business that works to eradicate shotgun marketing from the world of corporate media. We are a large team, based in the office with a culture of honesty, integrity and innovation.
The role of Virtual Personal Assistant is an asset to our team of executives as they make sure everything runs smoothly. If this sounds like the type of company you are looking for then please apply.
The role is remote with flexibility when required and the candidate needs to be based in (insert city).
State the working hours.
State that the job is permanent or contract. If a contract stipulate the length of the contract.
Always insert how they should apply if you are not using a recruitment company to assist you.
