RECRUITMENT SUPPORT EXECUTIVE ASSISTANT

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.

We are looking for a skilled Recruitment Support Executive Assistant who is capable of providing administrative support to the recruitment team and assisting in the smooth functioning of the hiring process. You will be the backbone of the recruitment efforts, ensuring that all administrative tasks are handled efficiently and effectively. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors who truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please look closely at the requirements and qualifications listed below as these will lead to success in this role. We sincerely appreciate your interest in joining our team!

The focus of this role is to assist in continuously filling job openings, adding candidates to our queue, and aiding in facilitating the onboarding processes for all independent contractor and employee roles as needed. 

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate an exceptional work ethic and a positive attitude in all interactions
• Ensure all communication reflects the company’s values and level of professionalism
• Embrace VaVa values, standards, and contribute to a thriving company culture

Take Ownership of Client Satisfaction

• Understand and anticipate client needs while also communicating progress and updates
• Address challenges and problem-solve without compromising quality of service
• Demonstrate a commitment to excellence in high-quality work and attention to detail
• Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service

Operational Responsibilities:

• Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase level of service
• Effectively manage tasks, projects, and deadlines always to meet client expectations
• Maintain open communication with the client, external stakeholders, and the VaVa team
• Provide the utmost care to keeping sensitive and confidential information private and secure at all times

This is a part-time, remote contract position. VaVa Virtual Assistants is seeking a long-term fit with the ability to advise on best practices and be resourceful.

RESPONSIBILITIES

Administrative Support:

• Manage calendars, schedule meetings, and coordinate appointments for recruiters and candidates.
• Handle phone calls, emails, and correspondence related to recruitment activities.
• Prepare and distribute recruitment-related documents such as job descriptions, offer letters, and interview schedules.
• Maintain organized and up-to-date recruitment files and databases.
• Assist with contractor and client data management and organization. 

Candidate Coordination:

• Serve as the main point of contact for candidates throughout the recruitment process, providing them with necessary information and support.
• Coordinate candidate interviews, including the scheduling of initial video interviews.
• Collect and organize candidate feedback from interviewers and hiring managers.
• Assist in the onboarding process for new contractors and employees, ensuring all necessary paperwork is completed accurately and on time.

Recruitment Process Support:

• Assist recruiters in sourcing candidates through various channels, including job boards, social media, and professional networks.
• Help in screening resumes and initial candidate assessments.
• Track recruitment metrics and generate reports as needed.

Collaboration and Communication:

• Collaborate with hiring managers, team members, and clients to understand their recruitment needs and priorities.
• Communicate effectively with candidates, hiring managers, and clients to provide updates and gather necessary information.
• Foster positive relationships with internal and external colleagues involved in the recruitment process.

Continuous Improvement:

• Identify opportunities to streamline and improve recruitment processes and procedures.
• Stay updated on industry best practices and trends in recruitment and suggest innovative solutions to enhance efficiency and effectiveness.

QUALIFICATIONS

• 2+ years of talent location and recruiting experience, ideally for a virtual workforce
• 2+ years working in a virtual environment
• HR knowledge a plus 
• Experience with Applicant Tracking Systems such as: JazzHR, BambooHR, etc.
• Experience with course and document creation programs such as: Teachable, Canva, etc. 
• Experience with standard virtual technology such as: G-Suite, Asana, Monday.com, Airtable, Slack, Dropbox, Microsoft Suite, Zoom, Calendly
• Excellent communication skills, both verbal and written
• A demonstrated commitment to high professional ethical standards and a diverse workplace
• Open to direction and collaborative work style and commitment to get the job done