Scaling Recruitment Without Burning Out
Recruitment agencies are built on speed, quality, and relationships. But as talent demand rises and competition stiffens, many agencies find themselves struggling to scale without overworking their core team. One smart solution? Delegating high-volume sourcing and admin tasks to a reliable virtual assistant.
This case study explores how an Australian IT recruitment firm partnered with Assist Recruiting and hired a virtual assistant who helped them fill 13 IT roles in just 60 days. From onboarding to streamlined processes, discover how this lean but effective setup transformed their productivity and placement results.
The Client: An AU-Based Boutique IT Recruitment Firm
Our client is a Melbourne-based tech recruitment agency specializing in placing software engineers, product managers, and DevOps specialists. While their network and domain expertise were strong, their team was small and struggling to meet increasing client demands.
Pain Points Before the Engagement:
- Overflowing pipelines with unqualified candidates
- Bottlenecks in CV formatting and job ad posting
- Difficulty balancing candidate sourcing with client relationship management
- A need for operational support without hiring expensive local staff
Why a Virtual Assistant Was the Missing Piece
The agency didn’t need another recruiter—they needed someone to take over the repetitive, process-driven tasks that ate up hours each day. A virtual assistant from the Philippines was the perfect cost-effective, skilled solution.
Assist Recruiting recommended a highly-trained virtual assistant with:
- Recruitment admin experience
- Familiarity with LinkedIn Recruiter, Seek Talent Search, and JobAdder
- Strong communication and documentation skills
- Proactive attitude and fast turnaround time
The Setup: Training, Tools, and Integration
Within one week, the VA was fully embedded in the recruitment firm’s system. Here’s how:
Onboarding Process
- Day 1–3: Business overview, tool access (LinkedIn, Seek, JobAdder), candidate persona alignment
- Day 4–7: Shadow sourcing, formatting CVs, and uploading to ATS
- Week 2: Full delegation of outreach, job board management, and talent research
Daily Tasks Assigned to the Virtual Assistant
- Posting and refreshing job ads across multiple platforms
- Sourcing passive candidates via Boolean and AI tools
- Formatting CVs in client-ready format
- Sending initial outreach emails via LinkedIn and email
- Maintaining the recruitment pipeline dashboard
Tools Used:
- LinkedIn Recruiter & Sales Navigator
- Seek Talent Search
- JobAdder (ATS)
- Canva and Google Workspace for formatting and communication
- Internal VA training SOPs from Assist Recruiting
The Results: 13 Hires in 60 Days
With the VA handling 60–70% of sourcing and admin, the recruiters focused on interviews, client calls, and offer management. This shift led to:
Quantitative Results:
- 13 successful IT placements (software engineers, frontend devs, cloud engineers)
- 10–15 qualified CVs per week consistently delivered by the VA
- 3x faster time-to-submit rate
- 30% increase in recruiter productivity
Qualitative Outcomes:
- Recruiters regained 10+ hours/week of productive time
- Fewer delays in submitting CVs and getting client feedback
- Higher candidate quality from targeted sourcing
- Greater bandwidth to serve new clients
What Made This Work? Lessons for Other Recruitment Firms
1. Clear Systems and SOPs
Assist Recruiting provided plug-and-play templates and workflows so the VA didn’t need to guess how things worked.
2. Strategic Delegation
Instead of hiring a general VA, the client used someone trained specifically for recruitment support.
3. Daily Check-Ins
The client had daily Slack and weekly Zoom syncs with the VA to ensure alignment, accountability, and fast course corrections.
4. Smart Tech Stack
Leveraging tools like JobAdder and Seek Talent Search enabled the VA to deliver consistent results without micromanagement.
How Assist Recruiting Supports Virtual Assistant Success
At Assist Recruiting, we don’t just place virtual assistants—we train, onboard, and support them so they become indispensable recruitment partners. Our process includes:
- Pre-vetted VAs trained in recruitment support
- Personalized matching based on your agency’s tools, roles, and verticals
- Continuous performance monitoring and support
- Flexible pricing and engagement models
FAQs: Virtual Assistant for Recruitment Firms
1. Is hiring a virtual assistant cheaper than hiring a local recruiter?
Yes—virtual assistants cost a fraction of local hires but deliver high-impact admin and sourcing support.
2. Can a virtual assistant really understand tech recruitment?
With proper training and tools, absolutely. We ensure all VAs are familiar with IT hiring needs and terminology.
3. How long does it take to onboard a virtual assistant?
Our average onboarding time is 3–7 business days, depending on tool access and scope of work.
4. Can I scale my VA team later?
Yes. Many clients start with 1 VA and scale up once they see results.
5. What if I don’t have SOPs?
No problem. Assist Recruiting provides SOP templates and will help you customize them for your workflow.
Virtual Assistants Drive Recruitment Efficiency
Hiring a virtual assistant isn’t about replacing recruiters—it’s about empowering them. In this case study, an Australian IT recruitment agency grew its placements, sped up delivery, and freed up its recruiters—all by leveraging one well-trained VA.
If your recruitment agency is ready to scale without burning out, it’s time to explore what a dedicated VA can do.
Ready to Make Your Next Hire Easier?
Book a free consultation with Assist Recruiting and get matched with your ideal virtual assistant in under a week.
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