7 Essential Virtual Assistant Hard Skills for Resume (+ Tools and Examples)
Athika Rahma
SEO Specialist Virtual Assistant at SGBVA
Virtual assistants play a vital role in keeping businesses running smoothly by handling everything from managing schedules to customer service. But to really shine, you need more than just a friendly attitude—you need to have some key hard skills for resume.
These skills help you stand out and show your potential clients that you can deliver the results they need. In this article, we’ll walk you through the hard skills for resume that every virtual assistant should master, how to include them in your resume, and the difference between hard and soft skills.
Also read: 15+ Resume Summary Examples to Land Your Remote Job
1. Data Entry
Being proficient in data entry is an absolute must. As a virtual assistant, you’ll likely need to input and manage data across various platforms. Whether it’s updating databases, entering contact information, or verifying details, accuracy and attention to detail are key. A little slip-up can cause major problems down the line, so honing this one of the hard skills for resume is essential.
Tools:
- Microsoft Excel
- Google Sheets
- Airtable
- Zoho CRM
- Smartsheet
Example for Resume:
“Proficient in data entry with 3+ years of experience in managing and updating client databases using Microsoft Excel and Google Sheets.”
“Entered 500+ records weekly, ensuring 100% accuracy and data consistency across multiple platforms.”
“Skilled in maintaining accurate records and inputting data into Airtable, ensuring up-to-date information across multiple projects.”
Also read: 9 Samples of Job Application for Freelance Graphic Designer Virtual Assistant
2. Planning and Scheduling
As a virtual assistant, one of your main jobs will be managing your client’s calendar and schedule. You need to be organized and know how to prioritize tasks effectively. Scheduling meetings, setting reminders, and keeping everything running on time is part of the job.
Your planning skills will ensure your client’s day flows smoothly, and these hard skills for resume will demonstrate your ability to stay on top of multiple tasks at once.
Tools:
- Google Calendar
- Microsoft Outlook
- Asana
- Monday.com
- Trello
- Calendly
Example for Resume:
“Skilled in managing daily schedules and appointments for up to 10 clients using Google Calendar and Microsoft Outlook.”
“Coordinated and organized meetings, events, and travel arrangements, ensuring no schedule conflicts.”
“Experienced in coordinating meetings and events using Trello and Microsoft Outlook, optimizing time and reducing scheduling conflicts.”
Also read: Are Remote Workers Working All Day? Here’s The Truth
3. Communication Skills
Clear, effective communication is the foundation of a successful virtual assistant career. Whether you’re drafting emails, making phone calls, or participating in video meetings, your ability to convey messages accurately and professionally is vital.
Communication skills ensure your messages are understood and your clients stay in the loop. When listing hard skills for resume for freshers, don’t forget to include strong communication as an essential asset.
Tools:
- Gmail
- Microsoft Outlook
- Slack
- Zoom
- Microsoft Teams
- Google Meet
Example for Resume:
“Skilled in drafting professional emails, reports, and proposals for clients, ensuring clarity and tone consistency.”
“Managed client correspondence across various platforms (email, phone, video calls) with a 95% satisfaction rate.”
“Proficient in professional written communication, drafting clear and concise emails through Outlook and collaborating with teams via Slack.”
Also read: 11 Must Have Virtual Assistant Customer Service Skills Resume
4. Technical Proficiency
Let’s face it: You can’t be a virtual assistant without being comfortable with technology. You’ll need to use tools like Microsoft Office, Google Workspace, and project management software (such as Trello or Slack).
The more familiar you are with these tools, the more efficiently you’ll be able to manage tasks and collaborate with clients. This is one of the crucial hard skills for resume, as it shows your readiness to work in a digital workspace.
Tools:
- Microsoft Office Suite (Word, Excel, PowerPoint)
- Google Workspace (Docs, Sheets, Slides)
- Trello
- Slack
- Zoom
- Asana
- Canva (for basic design tasks)
Example for Resume:
“Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools like Trello and Asana.”
“Utilized Slack for team collaboration and managed tasks using Trello, increasing project efficiency by 30%.”
“Experienced in using Zoom and Asana for managing virtual meetings and coordinating project timelines with remote teams.”
Also read: 10 Job Boards for Remote Work Online in 2024
5. Organization Skills
Organization is everything when you’re juggling multiple clients, tasks, and deadlines. You’ll need to keep things in order, from managing files and documents to tracking important dates and appointments.
The ability to stay organized will help ensure that nothing falls through the cracks. Showcasing these hard skills for resume lets employers know you’re someone they can rely on to keep things running smoothly.
Tools:
- Google Drive
- Dropbox
- Evernote
- Trello
- Microsoft OneNote
- Notion
Example for Resume:
“Developed and maintained an organized filing system for digital documents, improving team access by 40%.”
“Managed multiple tasks and deadlines for three clients simultaneously, ensuring all were met ahead of time.”
“Skilled at creating and maintaining organized systems in Notion for project tracking and keeping clients’ files easily accessible.”
Also read: How Long Should a Resume Be? A Guide for Virtual Assistants
6. Customer Service Skills
Virtual assistants often handle customer inquiries or assist with client-facing tasks. Having a background in customer service will make you adept at resolving issues, answering questions, and providing a positive experience for everyone you interact with.
It’s about maintaining professionalism and patience at all times, and listing these hard skills for resume with no experience will highlight your ability to represent clients well.
Tools:
- WhatsApp Business
- Gmail
- Zendesk
- Freshdesk
- Intercom
- Help Scout
- LiveChat
Example for Resume:
“Provided exceptional customer service to clients via email and live chat, maintaining a 98% customer satisfaction rate.”
“Managed customer inquiries, resolving issues and providing timely follow-ups, ensuring a positive experience for all clients.”
“Skilled in handling customer inquiries and support tickets through Freshdesk, ensuring customer satisfaction and quick issue resolution.”
Also read: What Does a Virtual Assistant Do: Duties, Skills, Qualifications
7. Attention to Detail
In a virtual assistant role, accuracy is crucial. Whether you’re inputting data or proofreading a document, attention to detail will prevent errors that could cause delays or confusion. A small mistake can sometimes snowball into bigger issues, so developing a keen eye for detail will serve you well. Employers will appreciate this one of the hard skills for resume when they see your ability to ensure high-quality work every time.
Tools:
- Grammarly
- Google Sheets (for error-free data entry)
- Microsoft Excel (for data accuracy)
- Asana (for task tracking)
Example for Resume:
“Reviewed documents and reports for accuracy, catching errors and inconsistencies before submission.”
“Handled data entry and organization tasks with 99% accuracy, reducing client errors by 20%.”
“Attention to detail in managing project timelines and tracking tasks in Asana, ensuring all deadlines are met with precision.”
Also read: How to Negotiate Salary Offer for Virtual Assistant: The 11 Strategies
How to Include Hard Skills in Your Resume
Now that you know which hard skills for resume are crucial for a virtual assistant role, let’s discuss how to showcase them effectively. A great way to do this is by creating a “Skills” section on your resume where you can list your relevant abilities.
Be sure to highlight the skills that are most in-demand for the job you’re applying for plus the tools you use. If you’re unsure about what to include, refer to the hard skills for resume examples provided for each skill to guide you.
Pitch Potential Clients with a Strong VA Resume
Mastering hard skills for your resume is essential for any virtual assistant who wants to make a lasting impression. These skills form the foundation of your ability to provide high-quality service.
Hard skills can be taught and learned, but it’s your ability to apply them effectively that will make you truly valuable. If you want to learn more about how to prepare a great resume, CV, cover letter, or pitch for potential clients, consider joining the SGB VA program.
It offers an exclusive 6-week learning experience with an updated curriculum. To learn more, register for our free webinar, where you’ll gain insights on how to become a successful VA.
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