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TYPE OF WORK
Part Time
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SALARY
$4.00 -$5.00
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HOURS PER WEEK
20
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DATE UPDATED
Aug 12, 2026
Location: Remote
Position Type:Part-Time
Working Hours: Central (CST)
Job Overview
We are seeking a highly organized, articulate, and proactive Virtual Assistant to join our team. In this role, you will be the front-line communicator for our recruitment and intake process—handling both inbound inquiries and conducting outbound intake and screening calls. You will also proactively scout potential candidates and manage critical administrative workflows, including calendar management and document organization.
If you have excellent phone manner, sharp research skills, and a knack for keeping administrative systems running seamlessly, we want to hear from you!
Key Responsibilities
Phone Handling & Intake Operations
• Inbound Call Management: Answer and manage incoming phone calls professionally, addressing general inquiries, screening callers, and routing calls or messages to the appropriate team members.
• Outbound Intake & Screening Calls: Conduct outbound phone calls to prospective candidates, applicants, or clients to conduct initial intake interviews, gather required details, and evaluate baseline qualifications.
• Call Logging & Follow-Ups: Maintain detailed notes and call logs in our database/CRM after every interaction, ensuring clear documentation for team review.
Recruitment & Candidate Scouting
• Candidate Scouting & Sourcing: Proactively search job boards, networking sites (e.g., LinkedIn), and databases to scout qualified candidates for open positions.
• Pipeline Tracking: Review incoming resumes, update applicant tracking systems (ATS), and move candidates through the recruitment funnel.
• Interview Coordination: Schedule and coordinate interview times between prospective hires and hiring managers, sending calendar invites and confirmation reminders.
Administrative & Documentation Support
• Calendar Management: Maintain executive and team calendars, resolve scheduling conflicts, and send meeting reminders.
• File & Document Management: Create, organize, and maintain digital records, applicant files, standard operating procedures (SOPs), and spreadsheets in cloud storage (e.g., Google Drive, OneDrive).
• General Admin: Assist with data entry, inbox monitoring, and general administrative support to keep daily operations structured and efficient.
Qualifications & Requirements
• Experience: 1–2+ years of experience as a Virtual Assistant, HR/Recruitment Assistant, or Customer Service/Intake Specialist.
• Phone Communication: Outstanding verbal English skills with a clear, professional, and empathetic phone demeanor for handling inbound and outbound calls.
• Candidate Sourcing Skills: Familiarity with candidate scouting methods on platforms like LinkedIn Recruiter, Indeed, or social media networks.
• Technical Proficiency:
o Cloud phone/VoIP systems (e.g., RingCentral, OpenPhone, Aircall, Dialpad).
o Calendar & scheduling software (Google Calendar, Outlook, Calendly).
o Office suites (Google Workspace or MS Office).
o Familiarity with ATS or (GHL) CRM software is a plus.
• Traits: High attention to detail, strong organizational skills, and strict adherence to confidentiality.
Work Environment Requirements
• Dedicated quiet, noise-free workspace for making and receiving phone calls.
• High-speed, stable internet connection.
• Functional PC/laptop with a quality noise-canceling headset.
