Virtual assistant services for recruiting & staffing agencies

AssistBPO's virtual assistant services for recruiting agencies give each recruiter a named assistant who handles the req-to-placement admin that eats the working week. Posting and refreshing ads, building longlists, moving candidates through ATS stages, sending status updates and collecting onboarding documents.

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This page Recruiting & staffing agencies Virtual assistant services

How does a virtual assistant work for recruiting?

Recruiters are paid to talk to candidates and hiring managers, yet most spend 2 to 3 hours a day on Bullhorn cleanup, interview logistics and chasing signatures. Your AssistBPO assistant works your hours inside your ATS, your job boards and your email tenant, with a trained backup and a team lead running the weekly review. The day starts with a pipeline check on every open req and ends with a report listing each candidate touched, each document received and each item waiting on a recruiter. Because the assistant is employed staff of the group and stays on your desk month after month, they learn your clients' hiring managers, your fee agreements and the way each recruiter likes their submittals formatted. Add a sourcer or a setter as the desk grows.

What tasks does a virtual assistant cover for recruiting and staffing agencies?

  • Post new reqs to boards and your careers page, refresh on day 7 and 14
  • Build longlists of 30 to 50 verified profiles per open req
  • Move candidates through ATS stages and merge duplicate records
  • Send acknowledgments, status updates and rejections in your voice
  • Format submittals and candidate summaries the way each client wants
  • Collect right-to-work documents, references and background-check consent
  • Chase temp timesheets and approvals before the Monday cutoff
  • Compile the weekly submittal, interview and placement report per recruiter

The KPI that matters here

Recruiter hours returned to candidate and client conversations, measured by admin tasks moved off each desk per week. Most agencies also track submittal-to-interview ratio as the quality check on that reclaimed time.

What rules does a virtual assistant follow for recruiting?

  1. TCPA and CAN-SPAM for candidate outreach. Every outbound call, text and email to a candidate goes out with lawful consent and do-not-call scrubbing, inside the FCC's TCPA calling hours, with sender identification and an opt-out on each message under the FTC's CAN-SPAM Act.
  2. EEOC screening rules and record keeping. Phone screens use your approved question set only. Assistants never ask about age, family status, health, religion or any other protected characteristic, and screening notes are retained under the EEOC's record-keeping rule at 29 CFR 1602.
  3. Candidate data under UK GDPR, PIPEDA and the Privacy Act. For UK, Canadian and Australian agencies, candidate records are handled under UK GDPR (ICO), PIPEDA (Office of the Privacy Commissioner) and the Privacy Act 1988 (OAIC), with retention periods you set and deletion requests actioned inside your policy.
  4. Licensed agency decisions stay with you. Assistants prepare the paperwork and the agency signs. We never make placement decisions, negotiate fees or act where a state or country requires a licensed employment agent.

Recruiting software we work in

Also in use

  • Bullhorn
  • JobAdder
  • Greenhouse
  • LinkedIn Recruiter

See all 80 tools we work in

More for recruiting and staffing agencies

Other services for recruiting

Virtual assistant in other industries

Frequently asked questions

Does the assistant replace a recruiting coordinator we would hire locally?

It covers the same work: interview logistics, ATS hygiene, candidate communications, document collection and reporting. The difference is the model. You get a named assistant employed and managed by AssistBPO, a trained backup for leave and a team lead who runs your weekly review, rather than one local hire who takes the process with them when they leave. Recruiters keep the judgment calls; the assistant keeps the desk moving.

How does the assistant learn our clients and fee agreements?

Onboarding covers your client list, each account's hiring process, the fee agreement terms that affect paperwork, and your submittal templates. The assistant works from a living playbook we build together in the first 2 weeks, updated after every weekly review. Within a month they know which hiring managers want a one-page summary, which clients require a signed release before submittal and which recruiters want their pipeline report on Friday afternoon.

Can the assistant work on both perm and temp desks?

Yes. Perm desks lean on sourcing, submittals, offer logistics and reference checks. Temp desks add shift confirmations, timesheet chasing, assignment extensions and no-show coverage. One assistant can run both for a small agency; larger agencies usually split a temp coordinator from a perm coordinator once weekly temp headcount passes about 40, so timesheet Fridays do not crowd out the perm pipeline.

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  • A named assistant proposed within 72 hours
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