Candidates sourced on LinkedIn and the job boards
Your virtual recruiter searches LinkedIn, Indeed, and specialized job boards in your industry for people who match the profile your hiring manager described. Promising profiles go onto a sourcing list in your ATS, and outreach goes out in your company's name from messages you approve. You decide who is worth a conversation.
Job ads written from your intake notes
After the intake meeting, your VA turns the hiring manager's notes into a job ad with the real responsibilities and must-haves. Once you approve it, the ad goes to your careers page and the boards you pay for, and it stays current until the role closes.
Applications reviewed against your must-haves
Each application is compared with the criteria you set. Your VA sorts applicants into a shortlist, a hold list, and clear mismatches, with a short note on each, and you decide who moves forward. For phone screens, your VA uses questions you write, which should be job-related and consistent with EEO practice. Every candidate hears the same questions in the same order, and the answers go into your ATS.
Interview scheduling across busy calendars
Coordinating three interviewers and a candidate with a day job can take a dozen emails. Your VA checks calendars, sends invites with the video link, handles reschedules, and sends reminders. Interviewers get the resume, the phone screen notes, and your scorecard ahead of time.
An ATS that shows where every candidate stands
An applicant tracking system is only as useful as its data. In Greenhouse, Lever, Workable, BambooHR, JazzHR, or your current system, your VA moves candidates between stages, logs notes after every screen and interview, closes out withdrawn and declined candidates, and tags strong runners-up for future roles.
Candidate updates, references, and offer letters
Candidates hear back at every stage, including the ones you decline, through templates you approve. In the final round, your VA coordinates reference checks with your questions or reference form and collects the responses. Offer letters are prepared from your templates with the terms you set and go out only after you sign off.
Onboarding paperwork and light HR admin
After an offer is accepted, your VA sends the new-hire forms your HR system requires, tracks what is missing, requests equipment and accounts, and sets up the first-week schedule. Working as an HR virtual assistant, your VA can also update employee records and sort the HR inbox. Employment law, worker classification, and compliance questions go to your HR lead or counsel, and your VA does not give legal advice or make those calls.
How a virtual recruiter differs from an agency or a placement
A recruitment virtual assistant works inside your hiring process, and you and your hiring managers make every hiring decision. An outside agency or talent partner works differently, and our guide to talent partners vs. recruiters explains how. This role is also separate from Stellar Staff's own placement service. If you want us to recruit a VA for your business, choose one of our main plans or Custom Recruitment from $4,999 one-time, both listed on our pricing page. If the bigger need is calendar and inbox support for a leader, an executive assistant is the better fit. Every role is listed on our virtual assistant services page.
