Virtual Assistant for Recruiters and Staffing Agencies
Recruiters make money on conversations with candidates and clients, not on ATS updates and scheduling. A recruiting virtual assistant handles sourcing support and coordination so your recruiters spend more time placing people.
What your VA takes on
- Sourcing support: building candidate lists from your criteria on LinkedIn and job boards for recruiter review.
- Outreach: sending approved first-touch messages and tracking replies.
- Interview scheduling: coordinating candidates, hiring managers and reminders.
- ATS hygiene: updating stages, notes and documents so the pipeline is accurate.
- Job postings: posting and refreshing roles across boards.
- Client reporting: weekly pipeline summaries for each open role.
The bright line
A VA does not make hiring decisions, assess candidates for suitability on your behalf, or negotiate offers. They prepare, coordinate and keep records; recruiters judge and decide.
Tools they work in
- ATS and CRM: Bullhorn, Greenhouse, Lever, Recruit CRM, JobAdder
- Sourcing: LinkedIn Recruiter, job boards you subscribe to
- Scheduling: Calendly, GoodTime, your calendar
Where to start
- Interview scheduling
- ATS stage and note updates
- Candidate list building for one role
- Weekly client pipeline report
Scheduling is usually the quickest win: it is constant back-and-forth that a VA can own completely.
Signs it is time for a VA
- You spend more time scheduling interviews than talking to candidates.
- The ATS is out of date, so nobody trusts the pipeline report.
- Roles sit on job boards with expired postings.
- Clients ask for updates you have to build by hand.
- Sourcing happens only when a role becomes urgent.
If two or more sound like your week, the bottleneck is capacity, not effort. A dedicated VA who learns your systems fixes that without a full-time hire, and the process takes days, not months.
Virtual recruiting assistant: the candidate pipeline
| Stage | What your VA does |
|---|---|
| Sourcing | Searches job boards and the LinkedIn seat you provide, builds shortlists against your brief |
| Screening | Books screening calls, sends questionnaires, chases CVs and references |
| Interviews | Coordinates times across time zones, sends confirmations and joining details |
| Offer | Prepares offer paperwork from your template and chases signatures |
| Onboarding | Collects documents and sets up start-day details |
Your VA works in your applicant tracking system, such as Bullhorn, Greenhouse, Lever, JobAdder, Vincere or Recruit CRM. Identity and right-to-work checks follow your own legal process: your VA can gather documents and book appointments, but the check itself stays with you.
Pricing
Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.
FAQ
Can a VA source candidates? Yes, building lists against your criteria for a recruiter to review. Outreach uses your approved messages.
Can a VA work in Bullhorn? Yes. We match on your ATS and you set permissions.
Is a VA useful for a solo recruiter? Often the most useful: Essentials at 20 hours a week covers scheduling, ATS upkeep and posting for most solo desks.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over.
Can a virtual recruiting assistant source candidates on LinkedIn? Yes, using a LinkedIn seat you provide, within LinkedIn's terms.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.