Virtual Assistant, Recruitment Support

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Gather and confirm availability for interview time slots provided by the TA Lead.

• Dispatch templated scheduling emails to candidates (when applicable) or internal reminders for the TA Lead.

• Create and send calendar invitations for all interviews and follow-up meetings.

• Monitor and manage any rescheduling or cancellations, updating all pertinent calendars and ATS records.

• Keep candidate records in the ATS current, including complete documentation of candidate details, notes, and interview results.

• Update candidate statuses following key recruiting activities (screens, DZs, interviews) to ensure pipeline accuracy.

• Confirm that all necessary fields are completed for every candidate record.

• Organize candidate files, documents, and notes for clarity and easy access.

• Adhere to standardized checklists for data entry to ensure consistent formatting and precise reporting.

• Prepare standardized candidate profile summaries for the TA Lead utilizing a structured template.

• Extract and compile relevant information from resumes, notes, and prior communications.

• Ensure profiles are tidy, consistent, and ready for review to minimize preparation time for the TA Lead.

• Review and highlight any missing or inconsistent information for clarification before submission.

• Monitor incoming candidate applications via Manatal and its AI scoring system.

• Identify candidates who meet minimum score criteria for consideration by the TA Lead.

• Initiate templated screening invitations and coordinate scheduling directly into the TA Lead’s calendar.

• Update ATS records with candidate progress and ensure precise tracking of incoming pipelines.

• Follow structured checklists to ensure consistency across various applications and roles.

• Adhere to all established workflows and standard operating procedures for recruitment administration.

• Ensure all repetitive or time-sensitive recruitment tasks are performed accurately and punctually.

• Provide regular updates to the TA Lead regarding outstanding tasks, bottlenecks, or discrepancies.

• Maintain a tidy, organized record of all completed activities for reporting and audit purposes.

• Utilize pre-approved templates for any candidate and internal communications (interview scheduling, rescheduling).

• Keep a library of standard templates and checklists updated for efficiency and compliance.

• Assist in generating reports from the ATS or other recruitment systems as requested by the TA Lead.

• Ensure data is precise, current, and formatted according to reporting standards.

• Identify anomalies, trends, or errors that could influence recruitment decisions.

⛳️ Requirements

• Prior VA or administrative support experience in Recruitment.

• Experience in managing calendars and coordinating interviews for the Lead Recruiter.

• Proficient in written and verbal English; communicates effectively via email and Slack.

• Highly organized with a keen attention to detail and the ability to follow structured workflows.

• Previous recruitment experience is advantageous (e.g., candidate sourcing, communication with applicants).

• Availability in Pacific/Mountain time zones.

• Experience using ATS systems (Manatal or similar) for data entry and pipeline management.

• Familiarity with Google Workspace, Slack, and LinkedIn.

🏝️ Benefits

• $50 birthday bonus.

• $200 testimonial bonus.

• $500 entry monthly raffle.