Virtual Assistant - Client Operations & Candidate Support (Full Time Path)

ABOUT HFBAC
We help bootstrapped founders and startups build founding teams using our Chemistry First methodology. We're not a traditional recruitment agency—we're a boutique consultancy focused on cultural fit and long-term team success.
We're at an exciting growth phase, scaling from solo founder to a team-based operation. This is your opportunity to join early and grow with us.

WHY THIS ROLE IS DIFFERENT
Most VA roles have you doing the same repetitive tasks forever. This role is different:
- You're building systems, not just following them - Document workflows, suggest improvements, create SOPs
- Clear growth path - Part-time now (20 hrs/week), full-time by Q2 2026 (40 hrs/week at double the rate)
- Direct founder access - Work directly with Helen (20+ years recruitment experience), no middleman
- Professional development - Learn recruitment operations, client management, business systems
- Long-term opportunity - We're hiring for years, not months
- Professional UK clients - Work with real startups and founders building innovative companies

THE ROLE - WHAT YOU'LL ACTUALLY DO
Client Operations (40% - ~8 hours/week)
- Manage Recruiterflow ATS (recruitment software): Update candidate pipelines, track client projects, maintain data accuracy
- Schedule candidate interviews and client check-ins using TidyCal
- Prepare interview briefing documents for Helen (candidate background, role requirements)
- Track recruitment project timelines and flag delays proactively
- Maintain organized client folders in Google Drive

Candidate Communication (25% - ~5 hours/week)
- Respond to candidate emails and Recruiterflow messages within 4 hours
- Handle interview rescheduling requests and update calendars
- Resend job descriptions, interview prep materials, and confirmation emails
- Send 24-hour interview reminder emails
- Update candidates on application status using templates
- Answer logistical questions (timing, format, next steps)
- Escalate complex questions to Helen (compensation, role details, team dynamics)

Business Operations (20% - ~4 hours/week)
- Process receipts and invoices via Google Docs folder (same-day completion required)
- Organize and maintain Google Drive structure (client folders, templates, SOPs)
- Update weekly project trackers and status reports
- Handle administrative inbox (internal emails)
- Coordinate meetings and manage Helen's calendar if needed

Systems & Process Development (15% - ~3 hours/week)
- Document recurring workflows as Standard Operating Procedures (SOPs)
- Identify bottlenecks and suggest process improvements
- Research automation tools with cost-benefit analysis
- Create templates for common tasks (emails, briefing docs, checklists)
- Build quality control systems for critical processes

WHAT SUCCESS LOOKS LIKE (After 90 Days)
Performance Metrics:
- Recruiterflow data accuracy: 98%+ (zero errors in candidate tracking)
- Interview scheduling turnaround: Within 4 hours of request
- Candidate email response time: Within 4 hours during UK business hours
- Receipt processing: Same-day completion (100%)
- Weekly status reports: Delivered every Friday by 5pm GMT
- Process documentation: 5+ SOPs created and implemented
- Proactive improvements: 2+ efficiency improvements implemented
- Candidate satisfaction: 8+/10 on communication quality

REQUIRED QUALIFICATIONS - PLEASE READ CAREFULLY
Essential (Non-Negotiable):
- English Proficiency: Native or near-native English (you'll communicate with UK clients and candidates in writing)
- Experience: 2+ years as Virtual Assistant for UK, US, or Australian businesses
- CRM/ATS Experience: Proven experience with CRM or ATS systems (Recruiterflow ideally)
- Google Workspace Expert: Advanced proficiency in Google Docs, Sheets, Drive, Gmail, Calendar
- Communication Skills: Professional, friendly, error-free written English for client/candidate emails
- Work Schedule: Available 20 hours/week (4 hours a day Monday to Friday) with 2-3 hour overlap with UK time (9am-5pm GMT / 5pm-1am Philippine Time)
- Equipment: Reliable internet (minimum 10 Mbps), backup power/internet, quiet professional workspace
- Work Style: Self-starter who works independently with weekly check-ins (not daily hand-holding)

Strongly Preferred:
- Experience with recruitment agencies, HR firms, or professional services
- Customer service or client-facing communication experience
- Familiarity with scheduling tools (TidyCal, Calendly, Acuity) and receipt processing (HubDoc, Dext, Expensify)
- Process documentation skills (creating SOPs, workflow diagrams)
- Previous remote work with founder-led or bootstrapped businesses
- Project management tool experience (Asana, Trello, ClickUp, Monday)

WHAT YOU'RE NOT DOING (Important)
X Direct client sales conversations (Helen handles all client-facing sales)
X Social media content creation or graphic design
X Writing LinkedIn posts or marketing copy
X Answering substantive candidate questions about roles, compensation, or company details (Helen handles these)

COMPENSATION & BENEFITS
Phase 1 (Months 1-6): Part-Time

Salary: Pesos 43,000/month (£600/month GBP)
Hours: 20 hours/week
Hourly Rate: Pesos 538/hour (£7.50/hour GBP equivalent)
Payment Schedule: Bi-weekly (every 2 weeks) on 15th and 30th
Payment Method: EasyPay transfer directly to your Philippine bank account in Pesos

Phase 2 (Month 6+): Full-Time

Salary: Pesos 86, ---------- ,000/month (£1,200-1,400/month GBP)
Hours: 40 hours/week
Hourly Rate: Pesos ---------- /hour (£7.50-8.75/hour GBP equivalent)
Growth based on performance and business scaling

Additional Benefits:

- 2-week paid trial period (?21,500 for successful completion)
- Flexible schedule (work any hours that include UK overlap)
- Long-term stable employment (6+ months guaranteed, multi-year potential)
- Direct mentorship from an experienced UK founder
- Professional development: Learn recruitment operations and business systems
- Annual rate increases based on performance
- Opportunity to grow into a team lead role if we hire additional VAs

WORKING STYLE & CULTURE
How We Work:

- Communication: WhatsApp for quick updates, email for formal communication, weekly Google Meet check-ins
- Management Style: Clear training in Weeks 1-2, supervised execution in Weeks 3-4, then independent operation with weekly reviews
- Feedback: Regular constructive feedback to help you improve and grow
- Autonomy: We hire smart people and trust them to work independently

Our Values:

- Quality over speed - We'd rather you do it right than do it fast
- Proactive problem-solving - Spot issues before they become problems
- Continuous improvement - Always look for better ways to do things
- Clear communication - Over-communicate rather than under-communicate
- Professional growth - We invest in your skills and development

WHY FILIPINO VAs LOVE WORKING WITH US
- Stable, long-term employment (not project-based)
- Fair rates paid on time, every time (bi-weekly via Wise)
- Clear expectations and detailed training
- Professional UK clients (respectful, appreciative)
- Growth opportunity (part-time ? full-time ? potential team lead)
- Learn valuable recruitment and operations skills
- Work directly with the founder (no corporate bureaucracy)

START DATE & TIMELINE
- Applications Close: November 25, 2025
- Phone Screens: November 25 - December 1, 2025
- Video Assessments: December 1-6, 2025
- Final Interviews: December 5-9, 2025
- Offer Extended: December 9, 2025
- Christmas Break: December 10-31, 2025 (No work, allows you to wrap up current commitments)
- Start Date: January 6, 2026 (Fresh start in the New Year!)
- First Payment: January 20, 2026 (after 2-week trial completion)

APPLICATION REQUIREMENTS

TO APPLY, YOU MUST INCLUDE ALL OF THE FOLLOWING:

1. Cover Letter (Required ---------- words)
Please write a PERSONALIZED cover letter (not a template) answering these questions:
a) Why are you interested in this specific role at HFBAC? (Not just any VA role - why THIS one?)
b) Describe your experience with CRM or ATS systems. Which platforms have you used? What were your responsibilities? Give specific examples. I use Google Workspace and Recruiterflow (ATS) every single day!
c) Tell us about a time you improved a process or system for a client. What was the problem? What did you suggest? What were the results?
d) What's your current work situation? Are you available to start January 06? Can you commit to 20 hours/week with 2-3 hour UK time overlap?

2. Resume/CV (Required)

- Must be in English
- Include all relevant VA experience with UK/US/Australian clients
- List specific tools and platforms you've used
- Include your internet speed and backup setup

3. Voice Sample (Required)

- Record a 60-90 second audio or video introduction using Vocaroo, Loom, or Google Drive
- Introduce yourself, explain why you're a great fit for this role, and share one strength you'll bring to HFBAC
- Include the link in your application
- This is critical - we need to assess your English fluency and communication style

4. Work Sample (Strongly Preferred)

- Example of professional email you've written to clients or customers
- Screenshot of organized Google Drive folder structure you created
- Example of SOP or process documentation you've written
- Any relevant work samples that demonstrate your organizational skills

5. Availability Statement (Required)

- Confirm your available start date
- Confirm you can work 20 hours/week with 2-3 hour UK overlap (5pm-1am Philippine Time)
- List any scheduling constraints or conflicts

6. Internet Speed Test (Required)

- Run speed test at speedtest.net
- Include a screenshot showing download/upload speeds
- Must show a minimum 10 Mbps download speed