Recruiting Admin Coordinator / Virtual Assistant - Part Time

About the Role

We are a fast-growing boutique recruitment agency with a strong recurring client base. Our recruiters are

high-volume and work autonomously — they need a reliable, organized admin partner to handle

coordination and logistics so they can stay focused on sourcing and placing candidates.

This is an immediate-start, part-time role with the potential to grow. We are looking for someone who

understands the pace of a recruiting environment and can hit the ground running without a lot of hand-

holding.

What You Will Do

Interview & Calendar Coordination

• Schedule and confirm interviews between candidates and hiring managers

• Send timely confirmations via email, phone, and text

• Manage calendar logistics and follow up on reschedules and no-shows

• Track interview outcomes and keep the team updated on candidate status

ATS & Pipeline Management

• Keep the applicant tracking system (ATS) current with candidate activity and stage updates

• Audit pipelines regularly to identify stale roles or inactive candidates

• Ensure all submission and placement records are accurate and complete

Sourcing & List Building Support

• Build targeted candidate and prospect lists using sourcing tools as directed

• Assist with outreach tracking and follow-up logging

• Organize and pull sourcing reports for the recruiting team

General Administrative Support

• Maintain organized shared file systems and document storage

• Log daily team activity in tracking tools and communication channels

• Support the Operations Manager with ad hoc tasks as neededWhat We Are Looking For

Required:

• Previous experience supporting a recruiting, staffing, or HR team

• Comfortable working inside an ATS — familiarity with any modern system is a plus

• Strong organizational skills and attention to detail

• Confident communicating with candidates via phone, text, and email

• Proficient with Google Workspace (Gmail, Calendar, Drive, Sheets)

• Self-starter who can manage tasks independently without constant direction

• Available Monday through Friday, ideally 10:00 AM – 2:00 PM EST

Nice to Have:

• Experience supporting multiple recruiters at the same time

• Familiarity with sourcing tools such as LinkedIn Recruiter, Indeed, or Apollo

• Background in high-volume or service industry recruiting environments

• Experience working within a remote team

What Success Looks Like in Week 1

• All pending interview scheduling is cleared and candidates are confirmed within 24 hours

• ATS pipeline is fully up to date across all active accounts

• Recruiters are not spending any time on scheduling or administrative follow-up

• You have a clear understanding of each account’s process and can manage it independently