Want To Join Our Team?
Executive Assistant / Staffing Coordinator VA (Full-Time)
42 hrs/week
We are looking for a highly organized, proactive, and detail-oriented Virtual Assistant to serve as our primary Staffing Coordinator. This role is responsible for managing staff schedules, filling open shifts, communicating with employees, maintaining accurate records, and ensuring day-to-day staffing operations run smoothly.
Available Schedules
(Please indicate which schedule you are available to work)
VA 1:
Sunday, Monday, Tuesday: 7:00 AM – 7:00 PM EST (12 hours each)
Wednesday: 7:00 AM – 1:00 PM (6 hours)
VA 2:
Wednesday: 1:00 PM – 7:00 PM (6 hours)
Thursday, Friday, Saturday: 7:00 AM – 7:00 PM EST (12 hours each)
Staffing Coordinators will be fully cross-trained.
Key Responsibilities:
Scheduling & Staffing
Manage employee schedules using Rise People
Fill open shifts by contacting available staff
Monitor staffing coverage and resolve scheduling gaps
Follow CCS scheduling procedures and SOPs
Document schedule changes and staffing activities
Employee Communication
Respond to staff scheduling inquiries via email and phone
Answer incoming business calls professionally
Escalate client inquiries to the Director when appropriate
Maintain clear and professional communication with employees
Administrative Support
Track employee certifications and training requirements
Assist with onboarding new employees
Maintain accurate employee records and documentation
Provide general administrative and executive assistant support as needed
Tools & Platforms:
Rise People (Scheduling, Time & Attendance, Payroll, Onboarding)
Microsoft Office (Outlook, Teams, Excel, Word)
Google Workspace (Google Docs, Google Sheets, Google Drive)
Adobe Acrobat
ChatGPT
Zoom
VoIP phone system (RingCentral, OpenPhone, or similar)
WorkHub (or similar LMS/certification tracking platform)
Qualifications:
Previous experience in staffing coordination, scheduling, HR support, or executive/administrative assistance
Proficiency with scheduling and HRIS platforms (Rise People or similar preferred)
Strong command of Microsoft Office and Google Workspace
Excellent written and verbal English communication skills
Comfortable making and receiving calls with staff and clients
Ability to reliably work the assigned 12-hour shift schedule, including weekends
Strong internet connection and quiet, professional home office setup
Preferred Personality Traits:
Highly organized and detail-oriented
Proactive problem-solver who can resolve scheduling gaps independently
Calm and professional under pressure, especially with last-minute shift changes
Reliable and punctual, with strong follow-through
Clear, friendly, and professional communicator
Trustworthy with confidential employee information
Technical Requirements:
Reliable high-speed internet connection
Backup power/internet source in case of outages
Computer/laptop with updated operating system
Headset with noise cancellation
Quiet, dedicated workspace free from background noise during calls
If you're highly organized, proactive, and thrive in a fast-paced scheduling environment — we want to hear from you! Apply now and be part of our growing team!
