Stellenbeschreibung:

About the Client

We are sourcing on behalf of a boutique recruitment company based in Dubai that prides itself on delivering high-touch, efficient, and tailored hiring solutions. As the team continues to grow, they’re looking for a proactive and detail-oriented Virtual Assistant to help streamline operations, manage day-to-day admin tasks, and support candidate coordination. This is a great opportunity to work behind the scenes with a close-knit team that values precision, professionalism, and people-first service.




About the Role

This Virtual Assistant position is designed to provide comprehensive remote administrative, organizational, and communication support to a recruitment firm operating in Dubai. The role is suitable for professionals at the mid-level who are adept at managing a variety of business tasks using digital tools and platforms. The Virtual Assistant will play a pivotal role in ensuring the smooth operation of daily recruitment activities, supporting consultants and management, and maintaining high standards of professionalism and efficiency. The position requires working hours aligned with the UAE business day (9:00 AM to 5:00 PM Gulf Standard Time), offering flexibility in location while demanding reliability and responsiveness during these hours.




Key Responsibilities

• Manage and coordinate calendars, schedule interviews, and organize meetings for recruitment consultants and management, ensuring all appointments are accurately tracked and confirmed.
• Prepare, format, and proofread recruitment documents, including candidate CVs, job descriptions, interview feedback, and client proposals, maintaining confidentiality and attention to detail.
• Handle email correspondence, respond to inquiries, and manage communication between candidates, clients, and internal team members in a timely and professional manner.
• Maintain and update applicant tracking systems (ATS) and recruitment databases, ensuring data integrity and compliance with privacy regulations.
• Conduct initial candidate screening via email or phone, gather required documentation, and coordinate next steps in the recruitment process.
• Assist with the preparation and distribution of marketing materials, job postings, and social media updates to support candidate sourcing and employer branding initiatives.
• Generate regular reports on recruitment metrics, candidate pipelines, and client activity using spreadsheets and reporting tools.
• Support invoicing, billing, and basic bookkeeping tasks related to recruitment placements and client accounts.
• Coordinate travel arrangements, visa documentation, and logistics for candidates and staff as needed, particularly for international placements.
• Continuously identify opportunities to improve administrative processes and implement best practices for remote support in a recruitment environment.



Required Experience & Skills

• Demonstrated experience as a virtual assistant, administrative assistant, or similar remote support role, preferably within the recruitment, HR, or professional services sector.
• Advanced proficiency with digital productivity tools such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace (Docs, Sheets, Calendar), and cloud-based file management systems (e.g., Dropbox, Google Drive).
• Familiarity with applicant tracking systems (ATS) such as Bullhorn, Greenhouse, or Workable, and the ability to quickly learn new recruitment software platforms.
• Excellent written and verbal communication skills in English, with the ability to draft professional correspondence and interact effectively with diverse stakeholders.
• Strong organizational and time management skills, with proven ability to prioritize tasks, manage multiple deadlines, and maintain accuracy under pressure.
• High level of discretion and confidentiality when handling sensitive candidate and client information.
• Experience with basic bookkeeping, invoicing, and financial record-keeping using tools like QuickBooks, Xero, or similar platforms is advantageous.
• Proactive problem-solving abilities and a customer-service mindset, with a focus on anticipating needs and delivering solutions.
• Adaptability to work independently in a remote environment, demonstrating self-motivation and accountability.



Qualifications

• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field is preferred but not mandatory.
• Professional certification in office administration, virtual assistance, or HR support is an asset.
• Prior experience supporting recruitment or HR functions is highly desirable.
• Reliable high-speed internet connection and a dedicated workspace suitable for confidential work.



Tools & Technologies

• Productivity: Microsoft Office Suite, Google Workspace, Dropbox, Google Drive
• Communication: Zoom, Microsoft Teams, Slack, WhatsApp Business
• Recruitment: Applicant Tracking Systems (Bullhorn, Greenhouse, Workable), LinkedIn Recruiter
• Reporting & Analytics: Microsoft Excel, Google Sheets
• Bookkeeping: QuickBooks, Xero (if applicable)
• Social Media: LinkedIn, Facebook, Twitter (for job postings and employer branding)



This Virtual Assistant role offers the opportunity to make a significant impact on the efficiency and success of a dynamic recruitment firm serving the Dubai market. The position provides exposure to international recruitment operations, the chance to develop advanced administrative skills, and the flexibility of remote work while maintaining a structured schedule. Success in this role will be measured by the ability to deliver timely, accurate, and proactive support that enhances the productivity of the recruitment team and contributes to positive client and candidate experiences.




By applying to this position, you are granting us permission to process your CV and keep your profile on file for consideration for this and future opportunities.

NOTE / HINWEIS:

EN: Please refer to Fuchsjobs for the source of your application

DE: Bitte erwähne Fuchsjobs, als Quelle Deiner Bewerbung