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About
Virtual Assistant Needed for Manual Job Application Submissions (Hourly)
JOB DESCRIPTION
We are looking for a detail-oriented and reliable virtual assistant to manually submit job applications on behalf of a candidate to approximately job postings across various online Applicant Tracking Systems (ATS). All necessary materials -- including a comprehensive resume/CV, a prioritized list of job postings (CSV file), and pre-filled answers to common application questions -- will be provided upfront.
This is a data-entry-style task that requires navigating different career portals (such as Workday, Ashby, SmartRecruiters, Greenhouse, Lever, and company-specific career pages), accurately filling out application forms using the candidate's information, uploading the resume, and submitting each application. The candidate is applying for Product Management, AI/Data Science, and related roles at companies across the United States.
A key aspect of this role is proactive communication: whenever you encounter a question or form field that has not been addressed in the provided materials (e.g., specific visa sponsorship details, relocation preferences, salary expectations, diversity/EEO questions, or any ambiguous scenario), you must pause and ask for clarification before proceeding. We value accuracy over speed.
SCOPE OF WORK
- Total Applications: ~ job postings (prioritized list provided as CSV)
- Application Platforms: Workday, Ashby, SmartRecruiters, Greenhouse, Lever, company career pages, and others
- Materials Provided: Candidate's resume (PDF), CSV file with job links and priority scores, pre-filled answers to standard questions
- Primary Task: Navigate to each job posting, complete the application form using the provided information, upload the resume, and submit
- Communication: Ask clarifying questions via Upwork chat whenever encountering unfamiliar or ambiguous form fields
- Tracking and Reporting: Maintain a simple tracker (Google Sheet or Excel) logging each application's status: Submitted, Skipped (with reason), or Needs Clarification
WHAT YOU WILL BE PROVIDED
The following materials and information will be shared at the start of the project to enable you to work independently on most applications:
1. Candidate Resume (PDF): A detailed, up-to-date resume containing all education, work experience, skills, and personal information needed for the applications.
2. Job List (CSV File): A structured spreadsheet with approximately 800 job postings, each containing the job title, company, direct application link, priority level (HIGH / MEDIUM / LOW), and match scores. You will focus on HIGH-priority postings first.
3. Standard Answers Document: A reference sheet with pre-determined answers to commonly asked application questions, including:
- Are you authorized to work in the US? -- Yes
- Will you require visa sponsorship? -- Yes
- Are you willing to work onsite? -- Yes
- How did you hear about this role? -- LinkedIn
- Have you previously worked at this company? -- No
- Current location -- Berkeley, CA, USA
- Phone number -- Provided
- Email -- Provided
WHEN TO ASK QUESTIONS
While many applications follow a standard format, some will present unique or unexpected questions. You must ask before answering in any of the following situations:
- A question about salary expectations or desired compensation appears on the form.
- The application asks about specific start date availability beyond a general timeframe.
- EEO / Diversity / Voluntary Self-Identification questions appear (gender, race, veteran status, disability status) -- confirm how the candidate wishes to respond.
- The form requires a cover letter or additional written statement that has not been pre-provided.
- Any technical assessment, coding challenge, or screening question is part of the application.
- The application requires creating an account with a password -- ask before proceeding.
- Any question or field that is not covered in the provided materials or seems ambiguous.
The guiding principle is simple: when in doubt, ask.
IDEAL CANDIDATE PROFILE
- Experience: Prior experience with online form filling, data entry, virtual assistant work, or job application submissions
- Attention to Detail: High accuracy in data entry; ability to match form fields with the correct information from the resume
- Communication Skills: Comfortable asking clarifying questions promptly and clearly via Upwork messaging
- Tech Savvy: Familiar with navigating various web-based ATS platforms and career portals
- Reliability: Consistent progress with regular status updates; able to commit to completing the full batch
- Language: Proficient in English (all applications and job postings are in English)
BUDGET AND TIMELINE
- Compensation: Hourly rate (please state your rate in your proposal)
- Estimated Hours: 30-60 hours total (depending on complexity of individual applications)
- Expected Pace: ~10-15 applications per hour for straightforward forms; fewer for complex multi-step applications
- Timeline: Complete all HIGH-priority applications within 2 weeks
- Availability: Flexible hours; however, regular progress updates (at least daily) are expected
HOW TO APPLY
Please include the following in your proposal:
1. A brief summary of your relevant experience with data entry, form filling, or job application submissions.
2. Your hourly rate expectation.
3. Your estimated availability (hours per day/week you can dedicate to this project).
4. Any questions you have about the scope of work.
We look forward to working with a reliable and communicative assistant to streamline this process. Thank you for your interest
Tags: Data Entry, Virtual Assistant, Job Application, Form Filling, Administrative Support, ATS, Applicant Tracking System
Category: Admin Support -- Data Entry and Transcription Services
Experience Level: Entry Level / Intermediate
Project Length: 2-4 weeks
Contract duration of 1 to 3 months. with 30 hours per week.
Mandatory skills: Data Entry, Administrative Support, Communications, Virtual Assistance
Languages
- English
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