Recruiters lose selling and assessment time when consultants have to build every search, clean every CRM record and chase every scheduling task themselves. A sourcing desk can keep qualified pipelines moving while candidate assessment, client advice and hiring decisions stay with recruiters.
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For recruitment agencies, executive search firms and talent acquisition teams, start with recurring work that is easy to document and review. Give each workflow a clear source of truth, expected output, review rule, and escalation path.
Complete receive the role brief and approved candidate criteria against a written brief and record the source or evidence behind the result. Separate factual research from recommendations or decisions that belong to the client team.
Keep build linkedin, database and talent-pool searches accurate enough that recruitment agencies, executive search firms and talent acquisition teams can rely on the system without rebuilding context from inboxes. Update required fields, notes, status and next actions, then flag missing or contradictory information.
Run identify prospective candidates and create the longlist from an approved queue or cadence. Capture the response, record the next step and route qualified, sensitive or unusual cases to the person responsible for the commercial decision.
Keep check existing crm records and remove duplicates accurate enough that recruitment agencies, executive search firms and talent acquisition teams can rely on the system without rebuilding context from inboxes. Update required fields, notes, status and next actions, then flag missing or contradictory information.
Complete add missing candidate data and source information against a written brief and record the source or evidence behind the result. Separate factual research from recommendations or decisions that belong to the client team.
Keep send approved outreach and record candidate responses accurate enough that recruitment agencies, executive search firms and talent acquisition teams can rely on the system without rebuilding context from inboxes. Update required fields, notes, status and next actions, then flag missing or contradictory information.
Own run structured administrative screening questions as a documented recurring process for recruitment agencies, executive search firms and talent acquisition teams. Keep the source information, status, completion evidence and exceptions visible so the work can be reviewed without chasing private messages.
Complete route qualified candidates to the recruiter for assessment against a written brief and record the source or evidence behind the result. Separate factual research from recommendations or decisions that belong to the client team.
Own schedule recruiter or client interviews and update pipeline stages using the team's approved availability, job or appointment rules. Confirm changes, keep the shared system current and escalate conflicts or exceptions that require an internal decision.
A candidate does not need every tool used by recruitment agencies, executive search firms and talent acquisition teams. Prioritise the systems that matter in the first 30 days and ask what the candidate actually changed, checked, or owned inside them.
Use LinkedIn Recruiter for the parts of the workflow it actually supports, especially receive the role brief and approved candidate criteria and build linkedin, database and talent-pool searches. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use Bullhorn for the parts of the workflow it actually supports, especially build linkedin, database and talent-pool searches and identify prospective candidates and create the longlist. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use JobAdder for the parts of the workflow it actually supports, especially identify prospective candidates and create the longlist and check existing crm records and remove duplicates. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use Vincere for the parts of the workflow it actually supports, especially check existing crm records and remove duplicates and add missing candidate data and source information. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use SEEK Talent Search for the parts of the workflow it actually supports, especially add missing candidate data and source information and send approved outreach and record candidate responses. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use SourceWhale for the parts of the workflow it actually supports, especially send approved outreach and record candidate responses and run structured administrative screening questions. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Give receive the role brief and approved candidate criteria and build linkedin, database and talent-pool searches a clear owner, then document what the Virtual Assistant may finish independently and what must be reviewed or escalated.
Start with receive the role brief and approved candidate criteria and build linkedin, database and talent-pool searches so success is easy to measure. Add more scope only after those workflows are stable and the handoffs are working.
Choose the tasks that happen every day or week and currently consume owner, manager, or specialist time.
List the systems, records, permissions, customer data, and approval boundaries the role needs.
Set weekly hours, timezone overlap, response expectations, and whether live phone or customer coverage is required.
Write down which exceptions, decisions, regulated actions, or high-risk situations must move to an internal owner.
Use the first month to prove that receive the role brief and approved candidate criteria can be completed accurately, documented clearly, and escalated at the right time before the role gets broader.
Week 1: map receive the role brief and approved candidate criteria, build linkedin, database and talent-pool searches and the access needed in LinkedIn Recruiter and Bullhorn.
Week 2: let the Virtual Assistant own receive the role brief and approved candidate criteria and build linkedin, database and talent-pool searches under close review, with every exception documented.
Week 3: add identify prospective candidates and create the longlist and check existing crm records and remove duplicates only after the first workflows are accurate and predictable.
Week 4: review turnaround, rework, backlog and escalation quality for recruitment agencies, executive search firms and talent acquisition teams before expanding the role.
Generic questions are easy to rehearse. Ask candidates to work through receive the role brief and approved candidate criteria, build linkedin, database and talent-pool searches, and the exceptions they are likely to face after hiring.
Walk me through how you would handle receive the role brief and approved candidate criteria from intake to completion. What would you document and when would you escalate?
If build linkedin, database and talent-pool searches and identify prospective candidates and create the longlist both became urgent, how would you prioritise the work and communicate the tradeoff?
Show how you would use LinkedIn Recruiter for a typical check existing crm records and remove duplicates task. What checks would you complete before marking it done?
Build the interview around the workflows, tools, and escalation rules recruitment agencies, executive search firms and talent acquisition teams actually use.
Tasks, tools, hours, budget, coverage, quality standards, and decision boundaries.
Compare industry familiarity, role skills, communication, tools, and schedule.
Ask how the candidate would handle the same exceptions and handoffs they will face after hiring.
Agree on rate, start date, responsibilities, access, reporting, and escalation before work starts.
Use these questions to clarify scope, systems, coverage, and decision boundaries before you shortlist candidates for recruitment agencies, executive search firms and talent acquisition teams.
Common support includes receive the role brief and approved candidate criteria, build linkedin, database and talent-pool searches, identify prospective candidates and create the longlist, check existing crm records and remove duplicates, add missing candidate data and source information, send approved outreach and record candidate responses. The final scope should match your systems, customer or client expectations, risk level, and the candidate's actual experience.
Yes. Define the workflow first, then compare candidates on relevant experience, tools, communication, availability, schedule overlap, and the evidence required for the role.
Relevant roles often include Recruitment Candidate Sourcing Virtual Assistant, Lead Generation Virtual Assistant, Recruitment & HR Virtual Assistant, Administrative Virtual Assistant. One person may cover several compatible workflows, but avoid combining unrelated responsibilities into an unmanageable role.
Your actual stack matters more than a generic software list. Common tools in this workflow include LinkedIn Recruiter, Bullhorn, JobAdder, Vincere, SEEK Talent Search, SourceWhale. Ask candidates to explain how they used the tools, what they owned, and how they checked their work.
List the recurring responsibilities, weekly hours, timezone overlap, tools, quality standards, reporting cadence, and which decisions the Virtual Assistant can make independently. Add compliance or access boundaries when the workflow handles sensitive information.
Rates vary with experience, specialisation, live coverage, technical depth, and decision ownership. Compare candidates against the responsibility level you need rather than choosing only by the lowest hourly rate.
Tell us how your team handles receive the role brief and approved candidate criteria, build linkedin, database and talent-pool searches, identify prospective candidates and create the longlist, which tools matter, the hours you need covered, and what must stay internal. Our recruiters use that brief to find approved Virtual Assistants whose experience fits the workflow.