Virtual Assistant - Recruitment Support

The Virtual Assistant (Recruitment Support) will act as the operational backend of the Talent Acquisition function, managing repetitive, time sensitive, and administrative recruiting tasks. By taking ownership of scheduling, ATS management, data entry, and documentation, this individual allows the Talent Acquisition Lead to focus on high-impact activities such as sourcing, candidate engagement, cold calls, and strategic pipeline decisions. Their work ensures efficiency, accuracy,and consistency across the recruiting process, directly contributing to faster hiring cycles and improved organizational outcomes.

COMPANY VALUES• Be real• Genuinely care• Embrace the journey

DELIVERABLES & ACCOUNTABILITIES:

1. Interview Scheduling● 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.

2. ATS Management & Data Entry

● 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.

3. Candidate Profiles & Documentation

● 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.

4. Inbound Applications/Resume Screening

● 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.

5. Process Support & Consistency

● 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.

6. Communication & Documentation Templates

● 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.

7. Reporting Support

● 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.

MANDATORY CRITERIA (SKILLET & EXPERIENCE REQUIRED)

● 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.

PERSONAL QUALITIES:● Proactive● Reliable● Detail Oriented● Communicative● Adaptable● Process Driven● Punctual

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM