Recruitment VA | Remote | AU Time | Full Time

About Our Client

Our Client is a boutique talent acquisition consultancy specialising in the Australian media industry. Founded by the Founder — a recruiter-turned-media-executive with over a decade of experience across Australia’s leading media organisations — our client exists to connect media businesses with the talent they need to thrive.

The business is growing quickly. The Founder brings deep industry knowledge and an established network that most recruiters never build. The business is at an exciting inflection point: proof of concept validated, repeat clients coming on board, and a pipeline of roles that demands more firepower behind the scenes.

The Opportunity

This is not a traditional VA role. You will be the Founder’s first hire and closest operational partner. Your job is to make sure that when the Founder wins a new role, the sourcing, candidate management, and process behind it runs like clockwork — so she can focus on what she does best: building relationships and landing placements.

You will start by getting rid of the chaos — building structure into a fast-moving one-person business. From there, you’ll help elevate the operation: deeper systems, smarter outreach, and a talent pool that compounds over time.

What success looks like: the Founder says “we’ve got a new role on” and by the next morning the job ad is drafted, 20+ relevant candidates are identified, outreach has gone out, calendar invites are booked, and a LinkedIn post is ready to publish. You made that happen.

Key Responsibilities

1. Sourcing & Candidate Identification

• Search LinkedIn, databases, and other platforms to build shortlists of relevant candidates for active roles

• Identify qualified candidates per role across the full seniority range

• Leverage the talent pool first — flag known candidates before going to cold market

2. Candidate Management & Database

• Own and maintain the ATS/CRM — ensure every candidate and client interaction is captured and up to date

• Backfill historical candidates from the Founder’s email and LinkedIn into the database

• Keep candidate records current: availability, salary expectations, role preferences

3. Talent Pooling

• Build and manage a living talent pool — every candidate spoken to is tagged for current or future opportunities

• Proactively surface candidates who may be ‘ready soon’ to the Founder at the right time

4. Candidate & Client Outreach

• Conduct initial outreach to candidates: introduce the role and gauge interest

• Run tier-2 email outreach campaigns to candidates unlikely to receive a direct call, and surface warm leads

• Support outreach to potential clients: prepare materials, draft initial communications, and help Marie stay visible in market

5. Signal Screening

• Qualify candidates on key signals (salary, location, availability, experience) and flag go/no-go

• Handle candidate queries on PDs, chase CVs, and manage candidate comms throughout the process

6. Document Creation & Branding

• Create professional job ads, candidate briefing documents, LinkedIn posts, and role one-pagers using Canva and Word

• Prepare candidate shortlist summaries ready to review and present to clients

• Maintain templates and branded assets so every touchpoint looks polished

7. Systems, Process & SOPs

• Design and document end-to-end recruitment workflow — from job brief to placement

• Build SOPs for recurring tasks so the business isn’t dependent on any one person

• Research and recommend tools — present options, implement once approved

• Set up and maintain shared drives, templates, and folder structures
  
  

About You

We’re looking for someone with grit, initiative, and a genuine interest in building something. This role will suit a person who does seven things when asked to do five, comes back with ideas rather than waiting for instructions, and gets a real kick out of making a business run better.

You will thrive in this role if you are:

• Proactive and self-directed — you don’t wait to be chased, you surface the work

• A confident communicator — happy to jump on a call, ask clarifying questions, and sense-check rather than guess

• Highly organised — you build structure where there isn’t any and maintain it once it’s there

• A contributor, not just an executor — you bring ideas and want to improve the way things work

• Someone who wants to be part of a business journey, not just complete tasks

Skills & experience:

• Demonstrated experience in a recruitment support, talent sourcing, or research role supporting offshore clients (in-house or agency, start ups preferred)

• Proficiency with LinkedIn (search and outreach), CRM/ATS systems, and Canva

• Strong verbal and written English — you’ll be screening candidates, drafting outreach messages, job ads, and documents that represent the business brand

• Comfortable working independently across multiple priorities in a fast-moving environment

• Experience with Australian clients or in an Australian recruitment context is an advantage

• Media industry background in AU market is an advantage but not required— function fit and attitude are what matter most