High volume hiring: streamlining the process for administrative roles 

When it comes to high-volume hiring, administrative roles often make up a significant portion of the demand. From receptionists and executive assistants to data entry specialists and office coordinators, these roles are essential to making sure organizations run smoothly. However, hiring at scale for these positions can be time-consuming, resource-draining, and chaotic without the right systems in place.  

Administrative professionals wear many hats. While job titles may look similar on paper, the reality is that the skills, temperament, and organizational fit needed can vary dramatically between companies.  

Understanding the unique nature of administrative roles 

A one-size-fits-all approach to administrative hiring can often fall short. The key is to streamline your process without cutting corners on fit or function – this starts with clarity.  

• Tip: begin with detailed role mapping. What are the must-have skills? What systems will they use daily? What kind of soft skills are critical? Getting clear on this early informs everything else.  

Automate where it counts 

In high-volume hiring, speed matters. This doesn’t mean sacrificing the candidate’s experience or quality control – smart automation can help. Some tactics to expedite the process include: 

• Automated screening tools to filter for basic qualifications 

• Scheduling software to reduce the back-and-forth of interview coordination 

• Pre-recorded video interviews to quickly assess communication skills and professionalism 

These tools help hiring teams stay focused on engaging the most promising candidates, rather than drowning in logistics.  

Build a talent pipeline  

The best time to hire? Before you’re in a crunch. Building a pipeline of pre-vetted, job-ready administrative talent can drastically cut time-to-fill and reduce the stress of urgent openings. 

• Tip: try a “talent pool” approach—curating a set of candidates who are regularly engaged, informed, and ready to step in when opportunities become available. That way, you’re not starting from scratch every time you need to fill five new front desk roles in a week. 

Leverage a hiring partner  

Sometimes the simplest way to streamline your high-volume administrative hiring is to take it off your plate entirely. A staffing partner (like Addison Group) can help manage the process, from sourcing and screening to onboarding, while aligning every step with your organizational culture and business goals. 

Whether you’re scaling up during seasonal demand, launching a new location, or replacing a large retiring cohort, having a trusted partner can help you build strong administrative teams with efficiency and precision. 

Administrative professionals are the backbone of any business. When you need to hire a lot of them quickly, you need more than just a stack of resumes. You need a strategy that balances speed, scale, and substance. 

Ready to rethink your approach to high-volume administrative hiring? Addison Group can help. For more than 20 years our seasoned recruiters have matched reputable companies with top talent. Let’s talk about how we can find the right candidates for your team, not just who’s available.