How do I write a job description for a virtual assistant?
How do I write a job description for a virtual assistant? — the short answer: apply the four decisions. Score the work on founder value, repeatability and automatability, then decide KEEP, DELEGATE, AUTOMATE or ELIMINATE. Most founders do not have a time problem. They have an ownership problem: too many processes have no owner other than the founder. Time returns the moment ownership moves.
The rule that decides it
The BBW method. Score each task on founder value, repeatability and automatability. High founder value stays. High repeatability with low founder value gets automated. Judgment-light but human-shaped work gets delegated. Low value with low impact gets eliminated.
What this looks like in practice
- Inbox triage & email replies — Rules + a shared inbox with reply templates; only escalations reach you.
- Scheduling & calendar management — Booking link + rules for buffer, travel and no-meeting blocks.
- CRM updates & pipeline hygiene — One pipeline definition + a weekly hygiene pass by an assistant.
- Sales follow-up sequences — A written follow-up cadence someone else can execute and log.
- Proposals & quotes — Template library with pre-approved pricing blocks.
The objection worth answering first
"Should I not just use AI instead of hiring?" Often, yes — for rule-based, repeatable work. But AI executes a process; it does not invent one. Diagnose first, then choose the cheapest reliable execution layer.
Common follow-up questions
Where should I start?
With the task that has the most recurring hours and the lowest cost of error. Finish it end to end before starting a second.
Which of the four systems is missing in your case?
Four questions, no email. You get the constraint, how sure we are, and the one thing to do next.