Client Overview
A UK-based executive search and coaching business. The company specializes in recruitment within the financial planning sector, focusing on executive search/headhunting for highly qualified professionals.
The business operates with a boutique, relationship-driven approach, working with a select number of exclusive clients. The VA will support both recruitment operations and day-to-day administrative tasks to help improve consistency, responsiveness, and operational efficiency.
Role Summary
We are looking for a highly organized, proactive, and detail-oriented Virtual Assistant to support a UK-based executive recruitment and coaching business. The ideal candidate will assist with recruitment campaigns, CRM management, outreach coordination, administrative operations, invoicing, Canva content updates, and general business support.
Key Responsibilities
Recruitment & Lead Generation Support
- Build and refine LinkedIn Sales Navigator searches
- Filter and identify qualified recruitment prospects
- Manage and update recruitment campaigns within SourceWhale CRM
- Add leads into automated outreach sequences
- Monitor daily campaign tasks and follow-up activities
- Support recruitment sourcing and candidate research
- Assist with outreach and recruitment pipeline organization
- Maintain accurate candidate/client data within CRM systems
CRM & Campaign Management
- Work within SourceWhale recruitment software
- Duplicate, manage, and maintain existing outreach campaigns
- Upload and organize prospect lists
- Monitor campaign progression and daily action items
- Ensure campaigns are executed consistently and accurately
Administrative & Executive Support
- General administrative assistance
- Task management via Google Docs task lists
- Email and document organization
- Basic invoicing support
- Preparing and formatting documents
- Updating templates and client packs
- Data entry and record maintenance
- Ad hoc operational support as assigned
AI & Content Support
- Use Claude AI to help generate or organize content
- Transfer AI-generated content into Canva templates
- Update and maintain existing Canva templates
- Assist with social media post preparation using existing templates
- Prepare client information packs and internal documents
Communication & Reporting
- Provide daily updates/end-of-day reports
- Maintain regular communication with the client
- Coordinate effectively with overlapping UK working hours
- Ensure tasks are completed accurately and on time
Required Skills & Experience
Required
- Previous Virtual Assistant or Administrative Assistant experience
- Strong organizational and multitasking skills
- Experience with lead generation and outreach
- Familiarity with LinkedIn Sales Navigator
- CRM or campaign management experience
- Strong written English communication skills
- High attention to detail
- Ability to work independently and proactively
- Comfortable learning recruitment workflows and systems
- Experience using Google Workspace/G Suite
Preferred
- Background in recruitment or executive search support
- Experience supporting recruitment consultants/headhunters
- Familiarity with SourceWhale or similar recruitment CRMs
- Experience with automated outreach campaigns
- Experience using AI tools such as Claude
- Canva experience (template editing/content updating)
- Executive assistant or operations support background
Tools & Platforms Used
- LinkedIn Sales Navigator
- SourceWhale CRM
- Google Workspace / G Suite
- Google Docs
- Canva
- Claude AI
- Email communication tools
Work Schedule
- Part-Time
- Minimum: 10 hours per week
- Approx. 2 hours per day initially
- Flexible schedule with some overlap with UK business hours preferred
Important Client Preferences & Notes
Client Priorities
- Reliability and consistency are extremely important
- The client needs dependable support coverage
- Wants someone who can proactively manage recurring tasks
Existing Setup
- Existing VA may continue working alongside the new hire
- New VA may absorb additional responsibilities over time
Recruitment Background Preferred
- Experience supporting recruitment businesses is highly preferred
- Understanding of recruitment sourcing/outreach is valuable
Canva Usage
- No advanced graphic design required
- Mostly updating existing templates and inserting content
AI Usage
- Must be comfortable working with Claude AI
- AI will assist with formatting and content generation tasks
Outreach/Campaign Work
- Significant part of the role involves managing recruitment outreach campaigns
- Candidate should understand basic campaign workflows and prospect management
Communication Expectations
- Daily end-of-day reporting required
- Responsive communication is important