Recruiting agencies
Keep your recruiters in the conversations that move a search forward. Your recruiting agency virtual assistant coordinates interviews, candidate records and outstanding feedback. We recruit and prepare your assistant for recruiting workflows and the responsibilities agreed with your agency before handoff.
Find your assistantA hiring manager moves an interview. The candidate replies to a different recruiter. Feedback is still in someone's inbox. Each change needs an owner who can connect the messages, update the record, and leave a clear next step.
Start with the coordination that repeats across your open roles. Your scheduling rules, approved messages, and recordkeeping conventions give an assistant a practical starting point. One shared exceptions list can show what needs attention and which recruiter owns the decision.
The work to hand off
Supply interviewer availability, interview format, and the recruiter responsible for the role. An assistant can coordinate options, send approved confirmations, check that meeting details match, and record rescheduling requests. When no available slot works, the recruiter receives the conflict and the choices that remain.
What you get back: Confirmed interview details and unresolved scheduling conflicts
Define which administrative fields to maintain and which source takes precedence. An assistant can add contact updates, attach supplied documents, and record recruiter-approved status changes. Conflicting information goes back to the recruiter with its source, so an uncertain detail does not quietly become a candidate fact.
What you get back: Current administrative records with discrepancies flagged for review
Provide your presentation template and the candidate's source material. An assistant can format documents, organize attachments, and flag missing sections for the recruiter. Qualifications, employment history, and other substantive details stay faithful to the source; the recruiter approves the pack before it goes to a client.
What you get back: A formatted candidate pack ready for recruiter approval
Set the owner and follow-up point for each interview or role update. An assistant can request outstanding feedback using approved language and assemble pending actions by recruiter. A changed requirement is flagged separately from routine reminders, so the recruiter can decide which active candidates need another review.
What you get back: An open-action list organized by role and owner
Illustrative workflow
Use this example to define what needs attention today. Give every exception an owner and a next action.
Assistant preparesThe original slot, the requested change, and available alternatives for everyone involved.
Recruiter decidesWhether to change the interviewer, offer another time, or contact the client directly.
Assistant preparesThe interview record, feedback owner, last reminder, and next agreed follow-up.
Recruiter decidesWhether to escalate and what the candidate should be told about next steps.
Assistant preparesThe specific item on the approved checklist and a record of requests already sent.
Recruiter decidesWhether the process can continue or the missing information needs a conversation.
Assistant preparesThe new client instruction alongside the previous approved version, with affected records identified.
Recruiter decidesHow the requirement changes candidate assessment and which communications to approve.
Illustrative example — not a client record
Use this brief when a candidate's new availability conflicts with an existing interview. Keep the proposed replacement separate from the confirmed invitation.
Ready to hand over when: The recruiter can see the existing invitation, the candidate's request and the panel conflict in one time zone, with a named owner for approving the change.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Agree which updates an assistant can make and which require approval. Questions about suitability, compensation, or offers go to the recruiter who owns the relationship, with the correspondence attached so they can pick up the conversation.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Bring an open-role checklist or an interview process that takes too much coordination. We will help define the support, systems and working hours your agency needs.
Explore other ways to organize the work around your team.
