HR & Recruiting Administrative Assistant

VTC Tech; Vermont; Hybrid; USD 17,000 - 24,000; Part time

Job summary

VTC Tech is seeking an HR & Recruiting Administrative Assistant to support recruiting and hiring processes, including candidate management, interview coordination, and hiring documentation. This role helps move candidates through the process and maintains accurate records.

The ideal candidate is highly organized, detail-oriented, independent, and capable of handling multiple candidates and administrative tasks, with strong English communication and professional email/phone skills.

Qualifications

• Excellent written and verbal English communication is required.
• Strong organizational and time management abilities are essential.
• Ability to manage multiple candidates and priorities simultaneously.
• High attention to detail and accuracy is necessary.
• Professional email and phone communication skills are expected.
• Ability to follow established processes and SOPs.
• Ability to work independently and proactively follow up on tasks.
• Maintain confidentiality when handling candidate and employee information.

Responsibilities

• Review incoming applications and resumes.
• Assist with initial candidate screening and organization.
• Categorize candidates by position and fit.
• Maintain candidate records and hiring stages in Monday.com.
• Upload and organize resumes, applications, interview materials, and documents.
• Ensure candidate records remain complete and up-to-date.
• Send interview invitations and schedule through Calendly.
• Coordinate second interviews with candidates and management.
• Follow up with candidates by email or phone as needed.
• Prepare candidate information and interview documentation.
• Assist with candidate summaries and hiring documentation.

Skills

English communication

Organizational skills

Multitasking

Attention to detail

Professional communication

SOP adherence

Independent work

Confidentiality

Tools

Monday.com

Calendly

Dropbox

Microsoft 365

Job description

Job Category: Human Resources

Job Type: Part-time Flexible hours

Job Location: Remote or On-site at our Alabama or Vermont offices

Job Salary: Starting at $15.00 hr based on experience and additional added value skills listed below

Reports to: Operations Manager

Position Summary

The HR & Recruiting Administrative Assistant is responsible for supporting VTC Tech's recruiting and hiring process, including candidate management, interview coordination, candidate communication, and hiring documentation.

This position plays a key role in keeping candidates moving through the hiring process, maintaining accurate records, coordinating interviews, and following up with candidates and internal team members.

The ideal candidate is highly organized, detail-oriented, comfortable working independently, and able to manage multiple candidates and administrative tasks at the same time.

Roles and Responsibilities

Recruiting & Candidate Management

• Review incoming applications and resumes
• Assist with initial candidate screening and organization
• Categorize candidates based on position and potential fit (currently using company provided Grok AI to assist in position placing)
• Maintain candidate records and hiring stages in Monday.com
• Upload and organize resumes, applications, interview materials, and supporting documentation
• Maintain accurate candidate information, including position, location, salary expectations, qualifications, and hiring status
• Ensure candidate records remain complete and up to date throughout the hiring process

Interview Coordination

• Send interview invitations and scheduling through Calendly
• Communicate with candidates regarding interview scheduling and next steps
• Follow up with candidates by email or phone as necessary
• Prepare candidate information and interview documentation prior to interviews
• Coordinate second interviews with candidates and management
• Maintain interview documentation, recordings, notes, and candidate summaries

Administrative & Hiring Support

• Monitor outstanding recruiting tasks and follow up as necessary
• Update candidate statuses and workflow steps in Monday.com
• Follow up with internal team members when hiring actions are pending
• Assist with candidate summaries and hiring documentation
• Support offer letter and contractor engagement processes
• Assist with transitioning selected candidates into the employee onboarding process
• Close out and disposition candidates who are no longer moving forward
• Assist with additional HR and administrative projects as needed

Qualifications

Required

• Excellent written and verbal English communication skills
• Strong organizational and time management abilities
• Ability to manage multiple candidates and priorities simultaneously
• High attention to detail and accuracy
• Professional email and phone communication skills
• Ability to follow established processes and Standard Operating Procedures
• Ability to work independently and proactively follow up on outstanding tasks
• Ability to maintain confidentiality when handling candidate and employee information

Preferred

• Experience in an administrative, recruiting, Human Resources, or coordinator role
• Experience with candidate screening and interview coordination
• Familiarity with recruiting or Applicant Tracking Systems
• Experience with Monday.comExperience with Calendly and Dropbox
• Experience with Microsoft 365
• Experience supporting a remote or U.S.-based team

Added Value & Optional Skills

• Searching LinkedIn or X to find and connect with potential candidates for open positions
• Posting job opportunities on LinkedIn
• Helping us build a simple, organized process for candidate outreach
• Keeping track of outreach and responses
• Bringing new ideas to the table for finding great candidates

About VTC Tech

VTC Tech is a managed IT services provider. We help businesses leverage technology through responsive IT support, cybersecurity, cloud solutions, and strategic technology planning.

We are looking for a highly organized individual to remotely support our recruiting and hiring operations and help ensure candidates receive timely communication while our internal hiring process remains organized and efficient.

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