Dataset Management & Outreach Virtual Assistant

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TYPE OF WORK

Full Time

SALARY

$205/week

HOURS PER WEEK

40

DATE UPDATED

Jul 10, 2026

JOB OVERVIEW

We are seeking a highly organized and detail-oriented Virtual Assistant to join our recruitment company as a Dataset Management & Outreach Virtual Assistant. In this role, you will be responsible for managing data of both candidates and clients, mapping the market, ensuring coverage in our specific niche, and driving our CRM and outreach tools to ensure that data is segmented, clean, and campaign-ready. A core part of this role is building and owning the recurring processes behind our newsletters and outbound campaigns — not just executing one-off sends, but establishing the cadence, templates, and workflows that keep them running consistently without needing to be rebuilt each time. This is a remote position that requires proactive thinking, strong initiative, and the ability to build effective systems and processes.

Responsibilities

Campaign & Newsletter Process Ownership

Build and maintain a recurring newsletter cadence in Mailchimp — including a content calendar, reusable templates, and a repeatable process for gathering content, drafting, and scheduling sends

Establish and own the end-to-end outbound campaign workflow in Instantly (list export ? NeverBounce verification ? upload ? launch), so it runs as a standing process rather than a one-off task each time

Set and maintain a consistent cadence for SourceWhale connection requests and Dripify sequence enrollment, tracking what's been sent and to whom

Identify bottlenecks or breakdowns in existing processes and proactively propose improvements

Keep a simple log/tracker of campaign and newsletter activity (what went out, when, to whom) so cadence and history are visible at a glance

Database & Data Management

Take ownership of managing and maintaining candidate and client databases in our CRM (PCRecruiter)

Ensure data accuracy, completeness, and consistency; regularly update and validate records

Conduct market research and mapping using ZoomInfo to identify potential candidates and clients in our niche (commercial construction / real estate development, GC market)

Segment and categorize data to improve targeting and efficiency in our recruitment processes

Monitor data quality and flag/correct duplicates, outdated info, and inconsistencies

Campaign & Outreach Execution

Remove bounced and invalid contacts from Instantly and SourceWhale to protect deliverability and sender reputation
Prepare and launch outbound email campaigns in Instantly: export finalized lists, run through NeverBounce for verification, and upload clean lists (content and targeting provided)
Add contacts to Dripify campaigns and send LinkedIn connection requests via SourceWhale per provided targeting criteria

Systems & Reporting

Assist in building and implementing effective data management systems and processes
Collaborate with the recruiting team to understand ideal candidate profiles (avatars) and ensure the database aligns with these profiles
Generate reports and provide insights based on data analysis
Support the recruiting team with various administrative tasks as needed

Requirements

Proven experience as a Virtual Assistant or in a similar dataset management/outreach role
Demonstrated ability to build and maintain a recurring process (not just complete individual tasks) — comfortable creating a system once and keeping it running independently
Familiarity with CRM systems and proficiency with data management and outreach tools (or strong aptitude to learn )
Strong analytical skills with the ability to interpret and organize large sets of data
Excellent attention to detail and accuracy in data entry and management
Ability to take ownership, work independently, and use initiative to identify areas for improvement
Strong organizational and time management skills to meet deadlines and prioritize tasks effectively
Excellent written and verbal communication skills in English
Tech-savvy and comfortable working with various software applications and online tools
Willingness to learn and adapt to new technologies and tasks
Reliable internet connection and a suitable home office setup
Availability to work US Based Hours

Preferred Qualifications

Previous experience in the recruitment industry or a similar field
Experience owning a recurring marketing or outreach cadence (newsletter, drip campaign, etc.) start to finish
Knowledge of CRM systems, data analysis tools, and marketing/outreach automation software
Familiarity with market research and mapping techniques
Experience in developing and implementing data management processes
Proven track record of improving data quality and integrity
Previous remote work experience

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