7 Dos and Don’ts of Writing a Virtual Assistant Job Listing in 2025

The demand for virtual assistants is at an all-time high in 2025. With businesses embracing remote operations and digital transformation, hiring the right VA can significantly impact efficiency and productivity. However, the key to attracting qualified talent lies in how well you craft your job listing.

In this guide, we outline what to do and what to avoid when writing a virtual assistant job listing in 2025 so you can stand out in a competitive remote hiring market.

𝗗𝗢𝗦: What to Include in a VA Job Listing in 2025

1. Clearly Define the Role and Responsibilities

Being specific is essential. List all responsibilities in detail. Mention day-to-day tasks, reporting structure, and tools used. A well-defined job post helps the right candidates identify themselves.

Example:
“Manage team inbox, organize Google Calendar, handle weekly report creation, and coordinate internal Zoom meetings.”

2. Mention Working Hours and Time Zones

Clarify your expected availability. Remote doesn’t mean time-zone free. Include exact working hours and whether flexibility is an option.

Example:
“This role requires availability from 9 AM – 5 PM EST, Monday to Friday.”

3. Include Compensation Information

Transparency builds trust. Share a specific figure or a pay range, and clarify whether the position is hourly, project-based, or salaried. Also, distinguish between freelance vs full-time virtual assistants to avoid confusion.

Example:
“Monthly compensation: $1,200–$1,500 depending on experience. Full-time contract.”

4. Highlight Company Culture and Remote Work Environment

VAs today want to feel like part of a team. Talk about your culture, communication style, and what makes working with your company unique. This helps with attracting top virtual assistant talent.

Example:
“We’re a remote-first company that values flexibility, transparency, and personal development. Weekly check-ins and open collaboration define our work culture.”

5. List Key Skills and Required Tools

Candidates appreciate clarity about expectations. List both must-have and nice-to-have skills or platforms they’ll be using. This helps applicants assess their readiness and qualifications.

Key skills for virtual assistants include:

• Fluent English
  
• Google Workspace
  
• Task/project tools like Trello or Asana
  
• CRM experience (e.g., HubSpot or Zoho)
  
• Canva or other basic design tools
  
• Excellent time management and communication

6. Use Clear, Concise Language

Structure the job post in a readable format using short paragraphs, bullet points, and straightforward headings. Clear communication is a sign of how your company operates—and remote professionals value this.

7. Add a Sample Snippet or Summary Section

Include a short job summary near the top or bottom. This allows applicants to get a quick overview before diving into details.

Example:
Horizon Tech is hiring a proactive Virtual Assistant to support its remote team with scheduling, client coordination, and admin tasks. If you're organized, tech-savvy, and a great communicator, this role is for you!

𝗗𝗢𝗡’𝗧𝗦: What to Avoid in a VA Job Listing

1. Don’t Use One Generic Listing for All VA Roles

A common error is recycling the same job post for every role. But a VA doing customer service requires different skills than one managing social media. Each role needs its own targeted listing based on required experience and KPIs.

2. Don’t Forget About Growth Opportunities

Many talented VAs look for roles where they can grow whether that’s increased responsibility, exposure to new tools, or long-term contract potential. If your listing makes the role sound static or temporary, you risk losing highly motivated talent.

3. Don’t Overcomplicate the Requirements

Some listings go overboard with 15+ tools and unrealistic expectations. This intimidates good candidates and gives the impression you’re hiring one person to do five jobs. Focus on 4–6 essential skills that reflect the actual workload.

4. Don’t Ignore the Value of a Hook or Opening Line

If your first sentence is dull or robotic, you’ve already lost many top applicants. Start with a compelling hook that speaks to their motivations—growth, impact, flexibility, or meaningful work.

Weak opening: “We are looking for a VA to do tasks.”
Stronger opening: “Looking to be part of a growing remote-first team that values independence and ownership?”

5. Don’t Forget Formatting and Structure

A huge block of text with no spacing, bullets, or headings is difficult to read—especially on mobile. Poor formatting makes your listing look unprofessional and deters even qualified candidates from applying.

6. Don’t Forget to Mention Required Experience

Many listings skip this altogether, leaving candidates unsure if the role is entry-level or advanced. Not specifying experience levels leads to an overflow of irrelevant applications and wastes time on screening.

Final Thoughts

Hiring a virtual assistant in 2025 is no longer just about offloading admin tasks—it’s about onboarding someone who can become a true extension of your team. A well-written job listing with clear and realistic virtual assistant responsibilities builds credibility and saves time by attracting the right applicants from the start.

Ready to Find Your Next VA?

Horizon Tech is a trusted BPO and staff augmentation firm that connects companies with highly skilled remote professionals, including virtual assistants. Whether you’re looking for full-time support or freelance talent, our recruitment team helps you find the right fit—faster and smarter. Our commitment to transparency, collaboration, and long-term value ensures you don’t just hire a VA you build a reliable support system.

Hire a VA now!

FAQs

1. What are the key skills required for virtual assistants in 2025?

Strong communication, time management, tech proficiency (Google Workspace, CRMs, Trello), and reliability are essential. Some roles may also require basic content or customer support skills.

2. Should a VA job listing mention salary details?

Yes. Salary expectations for virtual assistants should be addressed upfront to improve transparency and attract relevant applicants. It also saves time during the screening process.

3. Is it better to hire a freelance VA or a full-time one?

It depends on your needs. Freelance VAs are great for project-based work or flexible hours. Full-time VAs are better for ongoing tasks and integrated team roles.

4. What’s a common mistake to avoid in VA job listings?

Avoid vague, copy-pasted listings and unclear role expectations. These lead to mismatched hires and frequent turnover.

5. How can businesses attract top virtual assistant talent?

Be clear, respectful, and transparent. Highlight your team values, share realistic expectations, and offer fair compensation.