Virtual Operations Assistant Jobs in Elgin, IL (NOW HIRING)

McGuire Fecarotta & Jackson is a legal recruiting firm that works with attorneys and law firms on lateral hiring. We are looking for a detail-oriented, highly responsive Legal Recruiting Operations Coordinator to help manage the execution side of our recruiting process.

This is not a sourcing-heavy recruiter role. The primary focus is candidate submissions, client follow-up, interview coordination, ATS updates, and keeping active searches moving.

The ideal person is organized, efficient, an excellent writer, comfortable using technology and AI tools, and able to spot issues before they become problems.

• Review approved candidate submissions before they are sent to firms.
• Compare job descriptions against candidate materials to spot gaps or missing information.
• Confirm the correct resume version is being used.
• Prepare or assist with candidate summaries, blind profiles, interest statements, and submittal emails.
• Follow firm-specific submission instructions, including portal submissions when needed.
• Make sure submissions are completed accurately and promptly.
• Update the ATS and internal trackers after each submission.

• Track pending submissions and follow up with firms or clients as needed.
• Track interview status and post-interview follow-up.
• Flag stale submissions, delayed responses, or process issues.
• Remind internal team members when candidate follow-up is needed.
• Keep notes current in the ATS.

• Take the lead on interview scheduling once a firm requests to meet a candidate.
• Correspond professionally with law firm recruiting contacts or clients.
• Ask the appropriate internal team member to gather candidate availability.
• Track availability and confirm interview details.
• Ensure interview prep materials are prepared or scheduled.

• Help maintain accurate ATS records and internal tracking documents.
• Assist with weekly metrics and reporting.
• Help prepare search assignment sheets and candidate marketing materials.
• Over time, assist with time-sensitive candidate/job matching when needed.

This is not a general virtual assistant role. This person will not be responsible for:

• General calendar management
• General inbox management
• Heavy candidate sourcing
• Social media management
• Personal assistant tasks
• General administrative work unrelated to recruiting operations

Strong candidates may have experience as a:

• Recruiting Coordinator
• Talent Acquisition Coordinator
• Recruiting Operations Coordinator
• Staffing Coordinator
• Legal Recruiting Assistant
• Legal Assistant
• Executive Assistant or Project Coordinator in a professional services environment

Legal industry experience is helpful but not required. Strong writing, judgment, responsiveness, and attention to detail are more important.

• Excellent written communication
• Strong attention to detail
• Ability to manage multiple moving pieces
• Comfort with ATS, CRM, spreadsheets, and project tracking tools
• Ability to follow detailed instructions while also spotting issues independently
• Professional judgment when communicating with clients and candidates
• Comfort using AI tools to assist with drafting, summaries, and document preparation
• Ability to work independently in a remote environment

This is a part-time remote role, expected to average approximately 20 to 30 hours per week.

Because the role involves client communications, candidate submissions, interview coordination, and follow-up, the ideal candidate must have regular availability during U.S. business hours, especially between 9:00 a.m. and 5:00 p.m. Central Time.

The work may not require eight full hours per day, but the role does require the ability to monitor and respond to time-sensitive recruiting matters throughout the business day.

The right person will help ensure that:

• Approved submissions go out accurately and quickly.
• Client and firm follow-ups do not fall through the cracks.
• Interview scheduling moves efficiently.
• ATS records and trackers stay current.
• Candidate materials are complete and polished.
• The recruiting team has better visibility into what needs to move each day.

Please submit your resume and salary expectations, and typical availability during U.S. Central Time business hours. Applications without this information will not be considered.