5 Tasks Every Recruiter should outsource to a Virtual PA

by Feb 26, 2020Business Support, Productivity

As a recruiter or Executive Search Consultant you’ll know, the majority of your time needs to be spent on your billable hours. Yet, as explained in my recent blog post on that subject (It’s time to drop the admin and focus on billable hours) a lot of recruiters are also struggling to do this, as they’re drowning under administrative tasks that aren’t billable to clients. 

And if you’re currently in that situation, I’m sure you’ll appreciate – it’s not only impacting on your income, it’s also impacting on the growth of your business.

If you want to break the ‘admin versus billable hours’ problem, you need to outsource your administrative tasks to a Virtual PA. Not only does it allow you more time for business development, it enables you to spend time building the relationships you need to grow your business and win new assignments. 

So here’s 5 tasks every recruiter/Executive Search Consultant should be outsourcing!

#1: Diary Management 

This includes your own diary management; as well as taking the lead with all logistical arrangements through the entire process and yes, that includes organising and confirming all client/candidate interviews.

#2: Manage the Process of the Search 

Do you have a process in place which outlines the entire team’s role and responsibilities? Your PA plays a vital role in the process of every search, from collating information ahead of a pitch meeting, preliminary research, preparation of pitch documents, tracking progress and ensuring your CRM is accurate. By keeping your PA totally in the loop, they are able to act on your behalf when you’re not available.

#3: Preparation of all documents

You need all of your documents to look consistent and have the same style and format. By handing them over to your Virtual PA, this ensures all formats are consistent – from pitch documents, proposal letters, position specifications, progress reports right through to candidate reports, reference reports and closeout documentation at the end of the search.

#4: Desk Research 

From your target list of companies, your PA can identify people within each company who fit the position specification. 

#5: Manage your CRM 

Uploading all your contacts, sources, potential referees, candidate CVs and dictated meeting notes; coding according to their industry expertise and job function. 

As Bernard Perry, Managing Director of Transearch UK realised, outsourcing to a Virtual PA is the only sensible way forward. In our client case study summarising Bernard’s experiences of working with our Executive Assistant Nadine, he said:

“There are many moving parts in a typical executive search assignment and the devil is most certainly in the detail… Nadine provides the structure and disciplines that are vital to ensuring the smooth administration of this business.”

As a recruiter or Executive Search Consultant, I’m sure you can relate to Bernard Perry’s thoughts on outsourcing. By outsourcing your administrative tasks it allows more time for business development, building relationships and winning new assignments. 

But outsourcing also ensures you have the right structures and disciplines in place to support your business. This not only ensures the smooth administration of your business, it also ensures your time is freed up so you can focus on those all importable billable hours – and the tasks only you can do that bring in the revenue your business needs.

If you’re a recruiter who’s looking for help with your administrative tasks and are ready to outsource them to a Virtual PA, why not get in touch? We can discuss where you’re currently at and what you need in place, to free up your time so you can focus on those billable hour tasks only you can do!

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