HR Virtual Assistant at Winning Assistants

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

29 May, 26

Salary

6.0

Posted On

28 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Recruitment, Onboarding, Credentialing, Compliance, Documentation, Scheduling, Google Workspace, Slack, Whatsapp, Canva, Trello, Asana, Organization, Detail-Oriented, Communication, English Proficiency

Industry

Staffing and Recruiting

Description

Job Title: HR Virtual Assistant Job Code: VC-LTPT Position Type: Full-Time (40 hours/week) Part-time (25–30 hours/week) may be considered during the first 30 days of training/probation. Work Hours: 9:00 AM – 6:00 PM EST Work Days: Monday – Friday Occasional Saturdays may be required for onboarding, recruitment events, or quarterly HR audits. Salary: $5–$6 per hour, depending on experience About Our Client Our Client is a pediatric therapy practice based in Orlando, FL, providing high-quality Speech Therapy, Occupational Therapy, and ABA services to children. The organization supports families through compassionate care, evidence-based practices, and a dedicated team of professionals. As a fast-growing clinic, Little Tesla values organization, communication, professionalism, and accountability. Scope of Work / ResponsibilitiesDaily Virtual Presence Requirements Must be logged into the Virtual Operations Room (Zoom or Google Meet) for the full shift with screen shown at all times. Join the 15-minute “Start of Day” meeting with Aleema (Office Manager) or Vesna (Owner). Stay reachable via Slack/WhatsApp and Google Drive during the entire shift. Attend the weekly HR Coordination Meeting with Vesna and Alex (Finance Manager). Core HR ResponsibilitiesRecruitment & Onboarding Post job ads (SLP, OT, ABA therapists, administrative positions) on Indeed, ZipRecruiter, and university job boards. Track all applicants in the recruitment spreadsheet (status, interviews, outcomes). Schedule interviews for Vesna, Aleema, or Andjela. Send onboarding emails and create new employee folders using Google Drive and HR systems. Verify completion of: OCPS packets Licensure documentation CPR certifications Background checks W-4 and I-9 Direct deposit forms Assist with Medicaid credentialing. HR Documentation & Compliance Maintain digital employee files and ensure credentialing information is accurate and updated. Track employee licenses, CEUs, background checks, and insurance credentials. Manage attendance, PTO tracking, and weekly hour reports. Prepare offer letters, employment agreements, and internal HR forms. Support new hire orientation and probation monitoring. Staff Communication & HR Support Send reminders for training sessions, meetings, compliance deadlines, and policy updates. Assist with internal communication, including performance KPIs, staff updates, birthdays, and HR newsletters via WhatsApp or internal channels. Reporting Submit a weekly HR productivity report every Friday by 3 PM EST, including: New hires, pending candidates, terminations Credentialing status updates Compliance tracker updates (licenses, CPR, background checks, CEUs) PTO and attendance summaries Experience Requirements Experience in HR, recruiting, or healthcare administration required. Previous virtual assistant experience preferred but not required. Familiarity with U.S. healthcare documentation (W-4, I-9, HIPAA, licensure) is a plus. No medical degree or clinical license is required. Basic requirements Must be proficient in speaking and writing English very clearly Must have relevant work experience Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory] Must be available for video meetings with your camera on (when needed) Technical requirements Device: Reliable laptop or desktop computer. Internet: High-speed connection (minimum 10 Mbps). Audio: Noise-canceling headset. Video: Webcam for virtual meetings. Workspace: Quiet, professional environment Skills & Software Knowledge Google Workspace (Docs, Sheets, Drive, Gmail) Canva (for HR flyers and updates) Indeed, ZipRecruiter, LinkedIn Recruiter Trello or Asana (task management) Slack, WhatsApp, GroupMe (team communication) Highly organized, detail-oriented, motivated, and able to work independently Performance Metrics (KPIs) Time-to-hire: ≤ 10 business days per position Onboarding packet completion: 100% before start date Credentialing tracker accuracy: ≥ 98% Weekly HR report: Submitted every Friday by 3 PM EST Compliance management: Zero expired or missing documents Internal response time: < 10 minutes during work hours Ideal Candidate Friendly, courteous, and professional Strong initiative and ability to self-manage Extremely organized with excellent follow-through Thrives in a fast-paced pediatric clinic environment Committed to accuracy, timeliness, and efficiency Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.

Responsibilities

The role involves managing the full recruitment and onboarding lifecycle, including posting jobs, tracking applicants, scheduling interviews, and verifying new hire documentation like I-9s and licensure.