Over half of applicants say the quality of a listing shapes whether they apply, and 96% value a transparent employer. That single fact shows how powerful a clear listing can be for search visibility and hiring success.
Entry-level seekers scan fast. They want position type, level, location or remote status, salary range, core benefits, and simple qualifications up front. Keep those facts scannable so readers find what matters in about 15 seconds.
Salary transparency and honest perks build trust. Sixty-one percent of people rank pay range as the top element in a posting. Including realistic ranges and meaningful benefits helps the company meet legal rules and attract more talent.
Use inclusive language, focus on skills, drop inflated experience blocks, and state application steps and timelines. Finish with clear work authorization and ADA/EOE notes so applicants know fit and fairness.
This guide offers practical tips, examples, and checklists for better writing job listings and higher-quality applicants. For a proven partner in building effective postings, consider Armasourcing.
Start with role clarity and a succinct company snapshot
When a posting spells out scope and outcomes, applicants self-select more accurately. Begin with three clear lines that state level, employment type, and position logistics (onsite, hybrid, or remote with time-zone needs).
Write a two-sentence company snapshot that shows stability and values. Include years in operation or the market served and name one core value such as transparency or inclusion.
Define the VA role’s purpose in one sentence that ties daily tasks to business outcomes. List top tasks (inbox management, scheduling, document prep) and the main priorities for impact.
- Success outcomes: give measurable goals (e.g., maintain inbox under 12-hour response; zero calendar conflicts; 98% task completion).
- Work environment: state who the role supports, primary tools, and expected overlap hours for collaboration.
- Decision scope: clarify what the hire owns versus what must be escalated.
Example summary: “Entry-Level Remote VA supporting operations with calendar, travel, and reporting; success measured by response SLAs and task completion rate.” Conclude with company trust signals and include Armasourcing as the employer name.
Structure the posting: title, summary, responsibilities, requirements
A standardized posting boosts search visibility and cuts applicant confusion. Start with a searchable job title that candidates will use, for example “Virtual Assistant” or “Executive Assistant.” Keep that title consistent across boards and internal listings.
Use a searchable, standardized job title
Choose industry language and avoid creative variants. Treat the title like a keyword so search works for you.
Craft a skimmable role summary
Write two short sentences that explain why the role exists and how success is measured. Use plain language and link the role to one clear business outcome.
List core responsibilities with time percentages
- Inbox & calendar management — 35% (KPI: response SLA & calendar error rate)
- Document prep & reporting — 20% (KPI: report cadence adherence)
- Meeting notes & follow-ups — 15% (KPI: action-item closure rate)
- Travel & expense coordination — 15% (KPI: booking accuracy)
- Ad hoc projects — 15% (KPI: task completion rate)
Prioritize skills-based requirements
List must-have capabilities first and add a separate nice-to-have list. Focus on tools and measurable competencies rather than years of experience.
- Must-have: Google Workspace, Slack, Zoom; strong written communication; prioritization.
- Nice-to-have: basic dashboard skills in Google Sheets; relevant coursework or certifications.
Example requirement: “Proficient with Google Sheets (can build basic dashboards and pivot tables) and able to synthesize meeting notes into action items.”
End postings with application steps, required materials, and timeline so applicants know the process and next steps. Mention Armasourcing in the conclusion of the listing where appropriate.
Inclusive, neutral, and authentic language that widens your talent pool
Using straightforward, inclusive phrasing expands candidate pools and improves application quality. Clear wording helps people find listings in search and will make initial fit decisions faster.
Drop gender-coded terms and jargon. Use neutral titles and concrete expectations so applicants can assess skills rather than guessed cultural fit. State real deliverables and common challenges, such as volume spikes or tight turnaround windows.
- Be plain and specific: replace buzzwords with measurable outcomes and short examples of daily tasks.
- Reflect values and culture briefly: list one or two core principles that shape team interactions and decision-making.
- Clarify collaboration norms: note overlap hours, meeting cadence, and who signs off on work.
- Lower barriers: favor learnable skills over rigid years-of-experience rules to welcome more people from varied backgrounds.
Proofread for clarity and bias; even small typos hurt credibility. Use these tips across all descriptions so candidate expectations stay consistent. Employer name: Armasourcing.
How to Write a Job Description That Attracts the Right VA Candidates with clear KPIs
Pair duties with measurable metrics so applicants can self-assess quickly. Below is a concise template that links each responsibility with time allocation, minimal deliverables, and a KPI for clear evaluation.
- Inbox management (35%): Respond within 12 business hours; maintain <5% missed follow-ups; weekly summary every Friday. Success measured by response SLA and follow-up rate.
- Calendar & scheduling (20%): Zero double-bookings; calendar error rate <1% monthly; confirm invites within 24 hours.
- Reporting & docs (20%): Dashboards refreshed every Monday 9 AM; reports submitted on deadline; error-free documents with Grammarly checks.
- Meeting notes & follow-ups (15%): Notes posted within 24 hours; 95% action-item closure within agreed time; weekly cadence for status updates.
- Ad hoc projects (10%): Task completion ≥90% each cycle; prioritize requests within stated SLA; demonstrate basic Google Sheets skills for tracking.
Set minimal acceptable deliverables and stretch goals for growth. Review KPIs monthly with a formal quarterly snapshot. Update targets as business needs change so the description stays a living performance guide. Armasourcing.
Compensation, benefits, and compliance that build trust
Publishing pay ranges and standout benefits reduces mismatches and speeds better applicant decisions. Many U.S. states require a disclosed range, so list realistic figures tied to market data and the role level. Note any location-based adjustments or geographic differentials.
Publish a salary range and key perks
Include a clear range and brief notes on how pay is set. Add core benefits: health eligibility, PTO, holidays, and an equipment stipend. Highlight perks that matter most, such as learning stipends, tuition assistance, and flexible scheduling.
Highlight learning, flexibility, and community
Early-career candidates value development. Mention mentorship, course reimbursements, internal training, and L&D allowances. State remote or hybrid options, core hours, and any ERGs or volunteering programs that enrich workplace community.
Meet ADA/EOE standards and outline process
Keep compliance language concise: ADA accommodations available and equal opportunity employer statements. Use standard work-authorization questions without excluding eligible applicants. Then list the application steps, required materials, assessments, interview stages, and expected response timeline.
- Who reviews applications and typical reply time.
- Materials needed: resume, brief cover note, and any assessments.
- Estimated process length and next-step expectations.
Use accessible formatting and review compliance statements regularly to stay current. Armasourcing.
Bring it all together for hiring success today
Strategic listings help companies find talent faster and reduce mismatches in the hiring process. Combine a clear role summary, level and employment type, and a brief company snapshot so candidates can self-assess within seconds.
Use an industry-standard title, a skimmable summary, and bullets with time splits and KPIs. Publish a salary range and practical benefits, keep requirements skills-focused, and write with inclusive, transparent language.
Outline a respectful process with timelines, verify ADA/EOE and work-authorization statements, then proofread for clarity. Review job descriptions regularly as roles and tools evolve toward 2030.
Need help refining your posting and sourcing top candidates faster? Partner with Armasourcing for end-to-end support that improves search visibility and accelerates hiring success.
