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Virtual Assistant Job Ad Template

Spot the difference

Writing job ads can be tough if you’re not sure about the small details. Do you know the difference between a Virtual Assistant and an Office Administrator, for example? What makes an Office Manager different from an Administrative Coordinator?

Put simply, a Virtual Assistant helps a team with their administrative tasks remotely, whereas an Office Administrator is usually on-site to assist with invoicing and tracking purchases like office supplies. An Administrative Coordinator is on hand to help with data entry and management between teams and an Office Manager will help to ensure processes and procedures run smoothly for the entire team.

  • Virtual Administrative Assistants remotely help a team to organise their data and administrative tasks, as well as tracking financial invoices and reports. These assistants don’t usually have too much involvement with day-to-day operations.
  • Office Managers work to improve a team’s productivity and efficiency by introducing streamlined processes or tweaking existing procedures. They will also help coordinate meetings between teams or external stakeholders, as well as attending events in order to provide training to a team.
  • CEO Assistants provide assistants to a specific CEO or C-Level executive, in order to boost their productivity and streamline their operations. This will involve communicating with team members on their behalf, booking and organising their travel and other administrative tasks.
  • Administrative Coordinators help organise, track and manage vital data for a team including invoices, payroll information, expense receipts and other financial matters. They will also help with passing and sourcing information between departments when necessary.
  • Office Administrators help keep the office running to a high standard by maintaining and restocking office equipment and supplies, providing expense reports, organising meetings and meeting rooms for the team and providing other administrative support when needed.


Job Ad Template

  • Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
  • This means you won’t need to read through too many CVs to find your superstar.
  • You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
  • You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

Are you an excellent independent worker who has impeccable organisational skills? Can you locate and file data in the blink of an eye and communicate this information effectively between teams? Do you thrive when working to tight deadlines? Well, good news, you’re exactly who {Company_Name} is looking for!

We’re on the hunt for a Virtual Assistant who will help us to streamline our data entry processes and who can provide us with support with various administrative tasks. You will be working remotely with our HR and finance departments to create, process and track invoices and expense reports as well as collect vital data from between teams.

As the role will be performed remotely, it’d be great if you’ve worked with {software} before, as you’ll be using this to work with our team.
Du bist ein hervorragender selbständiger Mitarbeiter mit tadellosem Organisationstalent? Du kannst Daten blitzschnell lokalisieren und ablegen und Informationen effektiv an die betreffenden Teams kommunizieren? Du hast keine Probleme mit Zeitdruck? Dann haben wir eine gute Nachricht: Du bist genau derjenige, den {Unternehmen_Name} sucht!

Wir sind auf der Suche nach einem virtuellen Assistenten, der uns hilft, unsere Dateneingabeprozesse zu rationalisieren und uns bei verschiedenen Verwaltungsaufgaben unterstützt. Du wirst per Fernzugriff mit unserer Personal- und Finanzabteilung zusammenarbeiten, um Rechnungen und Spesenabrechnungen zu erstellen, zu bearbeiten und zu verfolgen sowie wichtige Daten zwischen den Teams zu sammeln.

Da die Aufgabe Remote ausgeübt wird, wäre es toll, wenn du mit {Software} bereits gearbeitet hast, da du diese für die Zusammenarbeit mit unserem Team nutzen wirst.
  • This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself. 
  • You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives. 
  • Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally. 
  • What do you believe in, and what are your core values?

Responsibilities

Keep in mind, these are just draft responsibilities for a Virtual Manager’s job description. The tasks your team actually need to complete may differ, so it’s best that you check carefully and edit this list where needed.

• Organising data entry and file organisation across multiple departments.
• Communicating with team members on numerous projects.
• Creating and tracking invoices.
• Managing various budgets for different departments.
• Working with confidential information.
• Suggesting improvements for current processes in order to streamline tasks.
• Providing ad-hoc admin support to the team when needed.
• Managing cross-team communication when vital data is quickly needed.
Denken Sie daran, dass dies nur ein Entwurf für die Aufgabenbeschreibung eines Virtual Assistants ist. Die Aufgaben, die Ihr Team tatsächlich zu erledigen hat, können davon abweichen. Prüfen Sie daher sorgfältig und bearbeiten Sie die Liste bei Bedarf.

• Du organisierst die Dateneingabe und die Dateiorganisation über mehrere Abteilungen hinweg.
• Du kommunizierst mit Teammitgliedern über zahlreiche Projekte.
• Du unterstützt unser Finanzteam bei der Erstellung von Rechnungen und der Überwachung von Zahlungseingängen.
• Du verwaltest die Budgets der verschiedenen Abteilungen.
• Du arbeitest mit sensiblen Daten und vertraulichen Informationen.
• Du unterbreitest Verbesserungsvorschläge für laufende Prozesse, um Aufgaben zu rationalisieren.
• Du leistest dem Team bei Bedarf kurzfristige administrative Unterstützung.
• Du unterstützt die teamübergreifende Kommunikation, wenn wichtige Daten schnell benötigt werden.
  • This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
  • This should be clear and concise and set boundaries for submissions.
  • The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
  • This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?

Requirements

Remember, the listed requirements are just examples for a Virtual Administrative Assistant. Your specific role requirements will probably vary slightly, so it is important that you edit this draft to match your exact needs.

• Excellent written and verbal communication skills.
• Experience with data filing and organisation.
• As Virtual Assistant jobs work from home, you must be able to work well independently.
• Experience handling confidential information.
• Strong time management skills.
• Practical experience with organisation software (e.g. Microsoft Office.)
• Proven experience with desktop sharing, file sharing and cloud storage.
• Previous experience in an assistant role is preferred.
Denken Sie bitte daran, dass die aufgeführten Anforderungen nur Beispiele für einen Virtual Assistant sind. Die Anforderungen an Ihre spezifische Rolle werden wahrscheinlich leicht variieren, daher ist es wichtig, dass Sie diesen Entwurf so bearbeiten, dass er genau Ihren Bedürfnissen entspricht.

• Du bringst ausgezeichnete schriftliche und mündliche Kommunikationsfähigkeiten mit.
• Du hast bereits Erfahrung mit der Ablage und Organisation von Daten.
• Deine Arbeitsweise ist von Selbstständigkeit und hoher Disziplin geprägt.
• Du bist erfahren im Umgang mit vertraulichen Informationen.
• Du verfügst über ausgeprägte Fähigkeiten im Zeitmanagement.
• Du besitzt Anwenderkenntnisse innerhalb verschiedenen Organisationssoftwares (z. B. Microsoft Office).
• Du kannst Erfahrung mit Desktop- und Filesharing sowie Cloud-Speicherung nachweisen.
• Du hast idealerweise bereits in einer früheren Assistenzfunktion vergleichbare Informationen gesammelt.

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

  • Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
  • Add photos that show off your office space, team events and your team having a great time.
  • Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
  • Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
  • Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.

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