1. Understanding the Purpose of a Job Description
A job description isn’t just an HR formality. It’s your first piece of marketing to potential talent. The goal is threefold: Attract qualified candidates by clearly outlining what you need, set expectations for tasks, tools, time zones, and communication, and filter out poor fits before you waste time screening or interviewing. When you’re hiring through a BPO partner like Shoreswitch, a strong job description helps us source the right virtual assistant or executive support from our Philippines-based talent pool—people who will thrive in your business, not just fill a seat.
Writing a job description might seem like a basic task—but in reality, it can make or break your hiring process. A well-crafted job description doesn’t just list tasks. It acts like a magnet for the right candidates, sets clear expectations, and creates a smoother path from application to onboarding. Whether you’re hiring your first virtual assistant, looking to bring on a remote EA, or scaling a team across different time zones, this guide will show you how to write a job description that actually works.
2. Identifying Key Elements Every Job Description Needs
No matter what role you’re hiring for, every great job description includes these essential elements:
- Job Title: Clear, accurate, and searchable (e.g., “Virtual Executive Assistant – Part-Time, Remote”)
- Overview of the Role: A short paragraph that summarises the position and what success looks like
- Key Responsibilities: A bulleted list of day-to-day duties
- Required Skills & Experience: Technical skills, software knowledge, and soft skills (e.g. “proactive”, “excellent written English”)
- Working Hours & Time Zone: Especially important for offshore hiring
- Reporting Structure: Who the role reports to and how
- Company Overview: A short paragraph about your business, your values, and your team culture
- Application Instructions: Next steps—what should candidates submit or do?
3. Tailoring Job Descriptions to Attract the Right Candidates
Keep it lean and direct. Candidates should understand the role within the first 15–20 seconds of reading.
Generic job descriptions attract generic applicants. The more specific you are, the better your match. Ask yourself: What kind of person thrives in this role? Is this a fast-paced or steady environment? Are we casual or corporate in tone? Do they need to be self-managing or do we provide lots of structure?
Here’s an example of tailoring in action:
❌ “You will handle admin tasks.”
✅ “You’ll manage inbox triage, schedule Zoom calls, and follow up with leads using HubSpot.”
At Shoreswitch, we use these kinds of cues to screen talent more accurately. You’ll end up with someone who’s aligned not just in skills—but also in work style.
4. Incorporating Effective Language and Tone
The tone of your job ad should reflect your company’s personality and values. If your team is laid-back, don’t write like a law firm. If you value initiative, make it clear you want problem-solvers.
Use language that is:
- Inclusive: Avoid gendered phrases or insider jargon
- Concise: Bullet points beat dense paragraphs
- Active: Use action words like “coordinate,” “manage,” and “implement”
- Aspirational: Show how this role contributes to the bigger picture
Avoid overused buzzwords like “rockstar” or “guru” unless that actually reflects your brand. Instead, describe the real impact of the role: “You’ll be the calm voice that keeps our team organised and our clients happy.”
5. Avoiding Common Mistakes in Job Descriptions
Here are some red flags that can sabotage your job description:
- Being too vague: “Handles admin” doesn’t say much. Be specific.
- Listing every possible task: Keep it focused—think core responsibilities, not every ‘maybe’ task.
- Missing key details: Omitting hours, pay (if applicable), or reporting lines leads to confusion.
- Overselling or underselling: Be honest about the role. If it’s repetitive, say so—but also frame the value (“You’ll be the engine behind a fast-moving startup’s admin machine.”)
If you’re unsure, get feedback. At Shoreswitch, we often help clients tighten their job briefs before recruitment begins.
6. Leveraging SEO Strategies for Job Descriptions
Just like blog posts and product pages, job descriptions benefit from smart SEO practices. Here’s how to apply them:
- Use relevant keywords in the job title (e.g. “Remote Virtual Assistant with Xero experience”)
- Mention industry tools or platforms candidates may search for (e.g. “Trello, Slack, Canva”)
- Add location-based terms if hiring in specific regions or time zones (e.g. “Philippines-based VA”, “Australian time zone support”)
- Include “remote” or “work from home” if applicable—they’re among the most searched terms today
This improves discoverability on Google, job boards, and recruitment platforms alike.
7. Reviewing and Updating Job Descriptions Regularly
A job description isn’t “set and forget.” As your business evolves, roles often shift. Tasks get added. Tools change. Expectations grow.
Review your job descriptions every 6–12 months, especially if:
- You’re hiring again for the same role
- Your team has grown or changed structure
- The assistant has taken on more advanced tasks
- You’re noticing recurring hiring mismatches
A fresh, relevant job description ensures you continue attracting the right kind of applicants—every time.
8. Start Crafting Your Perfect Job Description
Writing a great job description is the first step to attracting team members who get it—and who’ll stick around.
Here’s a quick checklist to help you get started:
✅ Define the core responsibilities (no fluff)
✅ Set clear expectations for hours, communication, and tools
✅ Match the tone to your business culture
✅ Use keywords that match what candidates are searching for
✅ Run it by someone else before posting
At Shoreswitch, we don’t just fill roles—we help small business owners build systems, people, and processes that scale. If you’re unsure where to start, we’ll help you craft a job description and match you with the ideal offshore assistant.
Let’s build your dream support team—one great job ad at a time
