Lead Virtual Assistant – Recruitment & Client Coordination

About the Role

We are a staffing agency looking for a highly organized, proactive, and detail-oriented Lead Virtual Assistant to manage our end-to-end recruitment pipeline, client coordination, and onboarding operations. You will start with comprehensive training on our standard operating procedures (SOPs) and core systems, then go on to train and manage other recruiters.

Core Responsibilities

Sourcing & Candidate Recruitment

• Manage job postings across multiple recruitment channels and job boards.
• Source qualified candidates using advanced search techniques and internal networks.
• Vet resumes and applications against client-specific requirements and our internal standards.

Candidate Vetting & Assessment Coordination

• Administer and monitor candidates' progress through formal assessments and skills tests.
• Track candidates through the application funnel, ensuring strict compliance with onboarding steps.
• Initiate, monitor, and run background checks for shortlisted candidates.
• Schedule and arrange required drug screenings as part of pre-employment vetting.
• Distribute candidate application and Form I-9 links, depending on job board compliance and system capabilities.

Client Management & Interview Coordination

• Serve as a reliable, professional point of contact for clients, providing regular pipeline updates.
• Coordinate and schedule candidate interviews with clients.
• Record and track client feedback after interviews to refine future sourcing profiles.

Data Management & General Operations

• Maintain accurate digital records, including candidate files and compliance documentation.
• Perform high-accuracy data entry in CRM systems, applicant tracking systems (ATS), and internal spreadsheets.
• Communicate clearly, professionally, and consistently with candidates throughout the hiring process.

Required Skills & Qualifications

• Proven experience as a Virtual Assistant, Recruiting Coordinator, or in a high-volume administrative role.
• Exceptional calendar management and scheduling skills across multiple time zones.
• Strong technical aptitude, with the ability to quickly learn new platforms, software, and internal SOPs.
• Outstanding verbal and written communication skills and a client-first, professional demeanor.
• Strong organizational skills and the ability to handle sensitive data and documentation with high confidentiality.