Job description template

Virtual Assistant

We’re hiring a mid-level Virtual Assistant to support day-to-day operations and keep workstreams moving smoothly. You’ll independently handle requests, coordinate across tools and calendars, and produce accurate deliverables while maintaining strong communication.

Responsibilities

Manage calendars and scheduling for assigned stakeholders, resolving conflicts and ensuring timely confirmations
Handle inbound requests via email and chat, triaging priorities and escalating when needed
Prepare and maintain routine documents, trackers, and status updates for ongoing projects
Coordinate meeting logistics (agenda drafts, attendee lists, materials collection, and follow-ups)
Support light research and data gathering for recurring business needs, summarizing results clearly
Maintain organized files and records across shared drives or systems, following agreed conventions
Communicate proactively to confirm requirements, flag risks, and ensure deliverables are complete

Must-have qualifications

Experience providing virtual assistant support in a fast-paced environment
Strong written and verbal communication in English for stakeholders
Ability to prioritize and manage multiple requests independently with minimal guidance
Hands-on proficiency with common productivity tools (e.g., email, calendars, document/spreadsheet tools)
Experience maintaining organized trackers and producing accurate, consistent documentation
Ability to handle sensitive or confidential information responsibly
Comfort using task-management/workflow tools to keep work on track

Nice to have

Experience supporting operations, customer support, or administrative workflows
Experience with CRM/helpdesk or ticketing systems
Familiarity with automation or integrations (e.g., workflow templates, basic scripting)

What success looks like in 12 months

Request handling stays timely and well-prioritized
Calendars, meetings, and follow-ups run reliably
Documentation and trackers remain accurate and current
Stakeholders experience clear, low-friction communication
Confidentiality and information hygiene are consistently maintained

Logistics

Full-time (40 hours a week), remote from Latin America.
Working hours overlap with US business hours.

About the company

[About your company: what you build, your stage and team size]

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Interview scorecard

Score every candidate against the same bar

Enable smooth day-to-day operations by delivering accurate administrative support, proactive coordination, and reliable documentation.

Outcomes to measure

What this hire should deliver in the first year. Replace [N] with your own targets.

Request handling stays timely and well-prioritized. Measure: Maintain an average response/acknowledgement time of [X] hours for inbound requests and achieve [Y]% of requests completed by their stated due dates
Calendars, meetings, and follow-ups run reliably. Measure: Ensure [Z]% of scheduled meetings have correct attendee lists, agendas/materials (when required), and follow-up notes within [N] business days
Documentation and trackers remain accurate and current. Measure: Keep key trackers up to date for assigned workstreams with [A]% data accuracy as verified by periodic spot checks
Stakeholders experience clear, low-friction communication. Measure: Achieve stakeholder satisfaction score of [B]/5 (or equivalent) on communication clarity and reliability
Confidentiality and information hygiene are consistently maintained. Measure: Zero confirmed incidents of mishandled confidential information and [C]% compliance with agreed file naming/record-keeping conventions

Competencies and weights

What to evaluate, how much it counts and what a strong answer looks like.

English communication · 21%
The role depends on clear written and spoken communication with stakeholders. Evaluated in Round 1.

Weak: Responses contain unclear requests, missing details, or frequent follow-up questions due to misunderstandings.
Meets the bar: Summarizes requirements accurately, asks targeted questions, and keeps messages concise and action-oriented.
Strong: Anticipates stakeholder needs, confirms assumptions before acting, and drafts communications that consistently reduce back-and-forth.

Independent prioritization · 21%
Mid-level performance requires managing multiple requests with minimal guidance. Evaluated in Round 2.

Weak: Frequently misses priorities, struggles to decide what to do first, or requires repeated clarification to proceed.
Meets the bar: Understands urgency, proposes a plan, completes tasks in order of priority, and escalates when blocked.
Strong: Creates a clear daily/weekly plan, re-prioritizes quickly when new requests arrive, and prevents downstream delays.

Productivity tools mastery · 19%
You must operate core admin workflows effectively using standard tools. Evaluated in Round 2.

Weak: Frequent mistakes in documents/calendars/files, inconsistent formatting, or unclear organization.
Meets the bar: Accurately uses email, calendars, documents, and spreadsheets to produce and maintain work outputs.
Strong: Uses advanced features efficiently (templates, shortcuts, filters, versioning habits) to improve speed and reduce errors.

Documentation accuracy · 18%
Accurate documentation, trackers, and records are central to keeping operations aligned. Evaluated in Round 3.

Weak: Tracker entries are incomplete or inconsistent; key details are missing or not verifiable.
Meets the bar: Produces consistent, complete documentation and maintains trackers with correct fields and clear version control.
Strong: Creates structured templates and quality checks that improve accuracy and make information easy to audit.

Workflow organization · 14%
The role needs strong information hygiene and reliable process follow-through. Evaluated in Round 3.

Weak: Files are hard to find, records are outdated, and follow-ups are inconsistent.
Meets the bar: Keeps organized records using agreed conventions and ensures follow-ups are completed as committed.
Strong: Proactively improves organization practices (naming, folders, checklists) and ensures continuity across stakeholders.

Confidentiality care · 7%
Virtual assistants often handle sensitive information and must do so responsibly. Evaluated in Round 1.

Weak: Shares sensitive information inappropriately or overlooks access boundaries.
Meets the bar: Handles confidential details appropriately and follows agreed protocols for storage and sharing.
Strong: Actively verifies permission/access needs and prevents accidental disclosure through careful handling.

Interview questions

Questions for every interview round

Each round has an owner, a time box and questions that test the competencies above.

Round 1: Communication & confidentiality screen
Hiring Manager or Operations Lead · 45 min

Tell us about a time you had to interpret ambiguous requests and communicate back clearly. What did you ask/confirm before acting?
Describe how you write an update or summary so stakeholders can quickly understand status and next steps. Can you walk through an example structure?
What does responsible handling of confidential information look like in your day-to-day work? Share a real scenario and what you did.
Describe a time your message caused confusion. How did you detect it and correct course?

Round 2: Independence & prioritization deep dive
Team Lead or Program Coordinator · 50 min

Describe how you prioritize when you have multiple incoming requests with different urgency. What framework or routine do you use?
Tell us about a time you had to re-prioritize mid-day due to new information. How did you decide, and how did you communicate changes?
Give an example of how you used productivity tools to manage work (calendar/email/doc/spreadsheet). What specific workflow did you use to keep things accurate?
Walk us through how you prepare meeting logistics and follow-ups when details change last minute. What do you check to avoid mistakes?

Round 3: Accuracy, organization & stakeholder outcomes
Senior Operations Partner · 55 min

Describe a situation where you maintained a tracker or documentation set. How did you ensure entries were accurate and consistent over time?
Tell us about a time you created or improved an operational template (tracker, document structure, checklist). What problem did it solve and what changed afterward?
What steps do you take to keep files organized and easy for others to find? Share an example of a convention you followed or defined.
Describe how you ensure stakeholder updates are complete (what you include/exclude) and how you verify nothing important is missing.

Red flags to watch for

Uses vague examples without clear actions, resulting in incomplete deliverables
Difficulty prioritizing or consistently needing escalation for basic decisions
Frequent documentation/file organization errors that create rework
Unclear or unsafe communication practices around sensitive information
Overreliance on others without demonstrating independent ownership of work

How much does it cost to hire a Virtual Assistant in Latin America?

In 2026, a senior Virtual Assistant in Latin America costs $2,750 to $3,125 a month all-in, versus $6,250 in the US: up to 56% less. Mid-level starts at $1,750.

Country

Mid-level

Senior

Argentina

$1,750

$2,750

Brazil

$2,000

$3,000

Colombia

$1,750

$2,750

Mexico

$2,125

$3,125

United States

$4,625

$6,250

Monthly cost in USD, all-in: the talent's salary plus Teilur's flat 20% fee, from our 2026 rates. The United States row shows what the same role typically costs there.

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Frequently asked questions

What does a Virtual Assistant do?

Typical responsibilities include: manage calendars and scheduling for assigned stakeholders, resolving conflicts and ensuring timely confirmations; handle inbound requests via email and chat, triaging priorities and escalating when needed; prepare and maintain routine documents, trackers, and status updates for ongoing projects. The full list is in the template above.

How much does it cost to hire a Virtual Assistant in Latin America?

In 2026, a senior Virtual Assistant in Latin America costs $2,750 to $3,125 a month all-in, versus $6,250 in the US: up to 56% less. Mid-level starts at $1,750.

Can I customize this Virtual Assistant job description?

Yes. Teilur's free Job Description & Scorecard Generator rewrites it for your stack, seniority, time zone and hiring urgency in about 15 seconds. No sign-up needed.

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Virtual Assistant Job Description Template