Virtual Assistant, Recruitment Support

Role Overview

• Collect and confirm availability for interview time blocks provided by the TA Lead.
• Send templated scheduling emails to candidates (if applicable) or internal reminders for the TA Lead.
• Create and send calendar invites for all interviews and follow-up meetings.
• Track and manage any reschedules or cancellations, updating all relevant calendars and ATS records.
• Maintain up to date candidate records in the ATS, including full documentation of candidate information, notes, and interview outcomes.
• Update candidate stages after key recruiting activities ( screens, DZs, interviews) to maintain pipeline accuracy.
• Ensure all required fields are completed for every candidate record.
• Organize candidate files, documents, and notes for clarity and accessibility.
• Follow standardized checklists for data entry to maintain consistent formatting and accurate reporting.
• Prepare standardized candidate profile summaries for the TA Lead using a structured template.
• Pull and consolidate relevant information from resumes, notes, and past communications.
• Ensure profiles are clean, consistent, and ready for review to reduce prep time for the TA Lead.
• Review and flag any missing or inconsistent information for clarification before submission.
• Monitor inbound candidate applications through Manatal and its AI scoring system.
• Identify candidates that meet minimum score thresholds for consideration by the TALead.
• Initiate templated screening invitations and coordinate scheduling directly into the TA Lead’s calendar.
• Update ATS records with candidate progress and ensure accurate tracking of inbound pipelines.
• Follow structured checklists to maintain consistency across multiple applications and roles.
• Follow all defined workflows and standard operating procedures for recruitment administration.
• Ensure all repetitive or time-sensitive recruiting tasks are completed accurately and on schedule.
• Provide regular updates to the TA Lead on outstanding tasks, bottlenecks, or discrepancies.
• Maintain a clean, organized record of all completed activities for reporting and audit purposes.
• Use pre approved templates for any candidate and internal communications (interview scheduling, re-scheduling)
• Keep a library of standard templates and checklists up-to-date for efficiency and compliance.
• Assist in generating reports from the ATS or other recruitment systems as requested by the TA Lead.
• Ensure data is accurate, up to date, and formatted according to reporting requirements.
• Flag anomalies, trends, or errors that could affect recruitment decisions.

Requirements

• Previous VA or administrative support experience specific to Recruitment
• Experience managing calendars and coordinating interviews for the Lead Recruiter
• Strong written and verbal English; communicates clearly via email and Slack
• Highly organized with attention to detail and ability to follow structured workflows
• Previous recruitment experience is an asset (e.g., candidate sourcing, communication with applicants)
• Available in Pacific/Mountain time zones
• Experience using ATS systems (Manatal or similar) for data entry and pipeline management
• Familiarity with Google Workspace, Slack, Linkedin.

Benefits

• $50 birthday bonus
• $200 testimonial bonus
• $500 entry monthly raffle