Part-Time Virtual Assistant (Recruitment Admin & Creative Studio Support)

Key Responsibilities

• 1. Recruitment & Consulting – Admin & Data Entry (Primary Focus)
• Process bulk candidate email responses:
○ Receive forwarded candidate emails
○ Download and save PDF forms in the correct file naming conventions and folder structure
○ Attach or upload documents to the correct candidate records in the ATS/CRM (e.g., Bullhorn)
• Maintain and update the candidate database:
○ Save completed screening forms to candidate profiles
○ Keep notes and records organized and up to date
• Support candidate follow-up workflows:
○ Send templated follow-up emails or links to screening forms
○ Track who has submitted additional information and ensure it’s saved correctly
• Support ongoing, repetitive back-office tasks so Jasmin can focus on higher-level work (e.g., reference checks, ongoing candidate communication scheduling, candidate touchpoints).




• 2. Creative Studio – Light Marketing & List-Building Support (Secondary Focus)
• Social media support (Facebook & Instagram):
○ Use photos and content provided by Jasmin (e.g., workshop images)
○ Draft simple posts and captions aligned with brand voice and personality
○ Apply supplied hashtags/tags and links
○ Prepare posts for review (do not publish without approval)
• Email marketing & list-building (Constant Contact):
○ Help set up and maintain email lists and segments
○ Prepare email newsletters and campaigns in Constant Contact (for Jasmin to review and approve)
○ Monitor new email sign-ups and ensure data is captured and organized
○ Help keep a simple content/calendar plan (e.g., planned newsletters or announcements for upcoming workshops)
• Assist with basic scheduling of posts and campaigns once approved.

Must-Have Qualifications

• 3+ years experience as a Virtual Assistant / Administrative Assistant / Recruitment Admin or similar
• Strong data entry and admin skills with excellent attention to detail
• Comfortable working with databases / CRMs / ATS tools (any system; willing to learn Bullhorn)
• Highly tech-savvy and quick to learn new software (e.g., Bullhorn, Constant Contact, internal tools)
• Experience using:
○ Google Workspace (Drive, Docs, Sheets, Gmail)
○ Basic communication tools (e.g., Microsoft Teams, Zoom, or similar)
• Strong written English and clear communication skills
• Proven track record of:
○ Handling repetitive tasks accurately
○ Maintaining organized digital records and documents
• High level of discretion and confidentiality, especially with client and candidate data
• Reliable, responsive, and comfortable working semi-independently with guidance but without constant supervision

Nice-to-Have Qualifications

• Experience in recruitment, HR, workforce management, or staffing
• Prior use of Bullhorn or another ATS/CRM
• Basic experience with social media management (Facebook & Instagram)
• Some exposure to email marketing platforms (e.g., Constant Contact, Mailchimp, Klaviyo, etc.)
• Familiarity with Canva or similar tools for simple graphics (not required but a plus)

Tools & Platforms

• You should be comfortable with (or willing to learn):
• Recruitment / ATS / CRM: Bullhorn (training provided)
• Email marketing & list-building: Constant Contact
• Social media: Facebook, Instagram
• Productivity & Communication:
○ Google Drive, Docs, Sheets, Gmail
○ Microsoft Teams / Zoom (for training and check-ins)