What to decide before you write
The template only works if you know four things: the outcomes you want in the first three months, the hours the person must overlap with you, the tools they will use, and the pay range. If any of these is unclear, start with the task log in our step-by-step hiring guide.
Decide the title too. “Executive assistant” suits someone supporting one or two leaders with inbox, calendar and priorities; “operations assistant” suits process and admin work for a team; “virtual assistant” often signals task-based, lighter work. The difference between a virtual and an executive assistant matters for who applies.
The template
Job description: remote executive assistant
Executive Assistant to the [Founder / CEO], remote, full-time
[Company] is a [team size]-person [what you do] based in [city]. We are looking for an executive assistant who will own [name]'s inbox, calendar and follow-ups so that [name] can focus on [customers / product / fundraising].
What you will own
• The inbox: triage every morning, draft replies, chase open threads, keep it under control by the end of your day.
• The calendar: scheduling across time zones, preparing agendas and briefs, protecting focus time.
• Travel and events: research, bookings and itineraries.
• Operations: vendor contacts, invoices to chase, documents and CRM updates.
• A weekly summary of what is done, what is waiting and what needs a decision.
In your first 90 days you will
• Take over scheduling completely. • Build a shared task list we both use daily. • Document the recurring processes you take over.
You will do well here if you
• Write clear, polite English emails (B2+ to C1). • Have supported a manager or founder before. • Notice what is missing and ask before it becomes a problem. • Are comfortable with [Google Workspace / Microsoft 365], [Slack / Teams] and [Notion / Asana / ClickUp].
Hours and pay
[Hours in your time zone and in the candidate's, e.g. 10:00–18:00 Central European Time]. Monthly pay: [range] in US dollars, paid on the [date] via [Deel / Wise / Payoneer]. Contract: [independent contractor / employment], with [paid time off terms].
How to apply
Send your CV and answer in a few sentences: two people ask you for the same meeting slot with [name]. What do you do? There is a short paid test task for finalists.
The scenario question at the end does a lot of work. It shows written English, judgement and whether the person read the ad, and it lets you skip CVs that do not answer it.
Notes on each part
The opening paragraph
Say who the person will support and why the role exists. Candidates decide in seconds whether the job is real and whether it is for them; a named leader and a concrete reason do more than adjectives.
Outcomes instead of duties
“Own the calendar” attracts people who want responsibility. “Assist with scheduling” attracts people who want instructions. Both are fine, but you should know which one you want.
Pay and hours
Write the range. For reference, our own executive assistant vacancies for remote candidates pay $800–1,100[1] a month for full-time work, while the US median for the role is $6,382[2] a month before benefits. Hours should be stated in both time zones; it saves a round of questions with every applicant.
The contract line
If you will hire an independent contractor, say so, and say how time off works. Experienced candidates ask about this first. Contract choice is a legal question in your country; this template is not legal advice.
What to leave out
- A wish list of every tool you have ever used. Name the three that matter; good assistants learn the rest in days.
- “Rockstar”, “ninja”, “wear many hats”. These phrases read as unclear scope and long hours.
- Age, gender, marital status or a photo requirement. They have nothing to do with the work and put off good applicants.
- Unpaid trial weeks. A short paid test is fair; a free week of work is not.
- “Other duties as assigned” as the main duty. Some flexibility is normal, but the core of the role must be written down.
- Requests for payment or deposits from candidates. Never; on Stafka such jobs are declined in review.
Where to publish it and what happens next
Post the description on a job board where your target candidates look. On Stafka, candidates in Ukraine, Georgia, Armenia and Kazakhstan see your job on the site for their country; posting a job takes a few minutes and is free; pricing shows when a fee applies. If you prefer not to screen applications yourself, ask Silkstaff for a shortlist instead and send the description as your brief.
Once applications arrive, use the same questions for everyone: our executive assistant interview questions pick up where the job description ends.
Questions
How long should an executive assistant job description be?
Long enough to describe the outcomes, the hours, the pay and how to apply, usually one screen of text. Candidates skim; every extra paragraph should help them decide.
Should I put the salary in the job ad?
Yes. A range saves time on both sides and filters out people who would decline the offer. State it as a monthly amount in the currency you will pay.
Is it fine to ask for a cover letter?
A short scenario question works better: it is quicker for candidates and tells you more about their writing and judgement than a generic letter.
Can I use the same description for a virtual assistant?
Only if the work is the same. A virtual assistant role is usually task-based with less ownership of a leader's priorities; describe that honestly so that the right people apply.
General information for small employers, not legal or tax advice: check contracts, tax and data rules for your country with a qualified adviser. Figures carry their sources below; our own prices are on the pricing page. Spotted a mistake? Write to hello@silkstaff.com.