18 tips for employers who want to hire a large number of administrative candidates

When hiring dozens or even hundreds of candidates for administrative roles, employers should focus on creating a streamlined and efficient recruitment process tailored to the unique requirements of these positions. Administrative roles often demand strong organizational skills, attention to detail, and proficiency with office software. Employers can use targeted job descriptions that highlight these skills and leverage applicant tracking systems (ATS) to filter candidates based on relevant experience. Pre-employment assessments that test typing speed, software proficiency (e.g., Microsoft Office or Google Workspace), and problem-solving abilities can help quickly identify the most qualified candidates. Additionally, posting job openings on high-traffic job boards like College Recruiter, which specializes in connecting early career talent with meaningful opportunities, can help attract a larger pool of candidates with the right skill sets.

To manage the high volume of candidates, employers can host open house events or virtual job fairs focused on administrative positions. Group interviews and skills-based assessment centers can help evaluate candidates’ ability to handle real-world administrative tasks, such as scheduling, data entry, and managing communications. Employers should prioritize structured interviews with scenario-based questions to assess how candidates would handle typical administrative challenges, like managing conflicting priorities or maintaining organization under pressure. Once hired, providing thorough training on office systems and processes ensures new administrative staff can hit the ground running, contributing to a smooth and productive onboarding experience.

We reached out to 18 hiring experts to get their recommendations for how best to hire dozens or even hundreds of candidates into administrative roles:

• Maintain Clear Communication Throughout Hiring Process
• Avoid Rushing Cultural Fit Assessment
• Use Structured Skills Assessment Early
• Set Up Interactive Challenge Sessions
• Focus on Social Fit and Adaptability
• Implement Scenario-Based Assessments
• Ensure Competency in Office Technology
• Test Candidates with Real-World Admin Tasks
• Give Candidates Realistic Job Preview
• Invest in Scalable Recruitment Technology
• Avoid Interviewer Overload
• Integrate Role-Specific Tasks Early
• Balance Automation with Human Review
• Streamline Process with Structured Workflows
• Prioritize Engagement Over Speed
• Use Skills-Based Assessments Early
• Simplify the Application Process
• Establish Clear Job Requirements

Maintain Clear Communication Throughout Hiring Process

When hiring a large number of candidates for administrative positions, I believe one key practice is to maintain clear and consistent communication throughout the process. This means providing applicants with a straightforward job description, a realistic timeline for decisions, and updates if delays occur. It’s easy to overlook this when managing a high volume of applications, but keeping candidates informed shows respect for their time and effort. As someone responsible for recruitment, I’ve seen how a lack of communication can frustrate even the most qualified individuals, causing them to lose interest or trust in the organization.

On the flip side, I’d avoid rushing the evaluation process just to fill seats quickly. While it’s tempting to speed through résumés or interviews to meet staffing needs, taking the time to assess skills like organization, attention to detail, and adaptability—crucial for administrative roles—pays off in the long run. I once worked with a team that hired too hastily, and we ended up with a few employees who struggled to keep up, which affected morale. I felt for those individuals; they weren’t set up for success because we didn’t prioritize fit over speed. Balancing efficiency with thoroughness ensures we bring on people who can thrive, not just survive, in the role.

Matthew Van Rooyen, HR Manager, Campaign Cleaner

Avoid Rushing Cultural Fit Assessment

One critical mistake we see employers make when hiring multiple administrative professionals is rushing through the cultural fit assessment. While technical skills and experience are important, we’ve found that administrative roles are often the backbone of company culture and daily operations.

We’ve observed that the most successful high-volume administrative hires happen when companies take the time to involve existing team members in the interview process. These employees can provide invaluable insights into the team dynamics and workflow that no skills assessment can reveal.

For example, we recently worked with a client who needed to hire 15 administrative professionals for their expanding operations. Instead of fast-tracking candidates based solely on their resumes, they had potential hires spend an hour shadowing current administrative staff. This simple step reduced their turnover by 40% in the first year.

The key is to remember that administrative professionals aren’t just processing paperwork—they’re often the first point of contact for clients, the coordinators of cross-departmental projects, and the people who keep our offices running smoothly. When we invest time in finding the right cultural fit, we’re really investing in the long-term health of our organization.

Julia Yurchak, Talent Sourcing, Acquisition & Management Specialist| Senior Recruitment Consultant, Keller Executive Search

Use Structured Skills Assessment Early

Hiring in large numbers often leads employers to focus too much on speed. Filling roles quickly becomes the priority, which results in rushing through interviews, skipping important screening steps, or hiring just to fill a quota. The problem with this approach is that it does not account for long-term fit. A better way to handle high-volume hiring is to use a structured, yet simple, skills assessment early in the process. This ensures that only candidates with the necessary abilities move forward, reducing time wasted on unqualified applicants.

Implementing this strategy significantly reduced turnover. Instead of bringing people on board who were not ready for the role, hiring decisions were based on proven ability. Candidates who passed the assessment not only performed better but also stayed longer because they were the right match from the start. Rushing to fill positions may seem like the fastest solution, but filtering candidates based on practical skills from the beginning leads to a stronger, more reliable team.

Sean Clancy, Managing Director, SEO Gold Coast

Set Up Interactive Challenge Sessions

When hiring high volume candidates for administrative roles, I suggest setting up live, interactive challenge sessions that mirror day-to-day tasks. I mean, instead of relying solely on resumes and standard interviews, employers might invite a subset of candidates to a 15-minute task simulation that covers scheduling, email triage, and document management. In one case, a firm received 700 applications and selected 60 candidates for this session; they discovered 10 individuals who handled the tasks with precision and demonstrated adaptability under pressure.

In reality, this method gives a direct look at each candidate’s operational abilities under practical conditions. I recall another example where an organization, facing 800 applications, organized a team simulation observed by 4 evaluators during a 20-minute session; out of 45 participants, 15 were chosen, which contributed to a 12 percent drop in daily errors during the following quarter.

Adam Klein, Certified Integral Coach® and Managing Director, New Ventures West

Focus on Social Fit and Adaptability

When hiring a lot of people, I’ve learned that speed shouldn’t mean sacrificing quality. Putting too much faith in robots is a mistake I see a lot. AI can save time by sorting through resumes, but it can also miss great people who don’t have the “perfect” keywords. A few of the best people I’ve hired came from unusual backgrounds but brought new ideas and strong work ethics to the table. Instead, I think you should focus on social fit and adaptability. 

People who work in administration do a lot more than just cross skills off a list; they are the lifeblood of the business. I ask people open-ended questions during interviews to see how well they can think on their feet and deal with problems that come up out of the blue. The phrase “hire a lot” does not mean “hire without looking.” Structured screening and trusting your gut are both very helpful in putting together a team you can count on.

Lucas Riphagen, Co-Owner, TriActiveUSA

Implement Scenario-Based Assessments

One mistake we’ve seen employers make when hiring high-volume administrative candidates is relying too much on resumes and traditional interviews. When hiring at scale, speed matters, but that doesn’t mean lowering standards.

What has worked well for us is structured, scenario-based assessments. Instead of just reviewing experience, we evaluate candidates on real tasks they’d handle—things like email management, scheduling conflicts, or data entry accuracy. This quickly highlights who can do the job, not just talk about it.

We also keep the process streamlined. A long hiring cycle leads to losing strong candidates. A quick initial screen, followed by an assessment, and a short final interview help us move fast without making rushed decisions.

The key is balancing efficiency with a fair, skill-based evaluation. This way, we don’t just fill positions, we hire people who stay and perform well.

Vikrant Bhalodia, Head of Marketing & People Ops, WeblineIndia

Ensure Competency in Office Technology

Admin work isn’t just about answering emails and scheduling meetings anymore. If you’re hiring, you need people who can juggle spreadsheets, manage CRMs, and navigate project management tools without breaking a sweat. The days of “basic computer skills” being enough are long gone.

I’ve seen too many hires struggle because they weren’t comfortable with the tech their job required. It slows down the team, creates mistakes, and leads to frustration on both sides. A quick skills test or asking about specific tools in the interview can save you a huge headache later.

The goal isn’t to find an IT expert, just someone competent in office technology. Software is updated regularly, it is important to get employees who can navigate technology with ease.

Alex Sarellas, Managing Partner & CEO, PAJ GPS

Test Candidates with Real-World Admin Tasks

When hiring administrative candidates at scale, rushing the process without testing real skills is the quickest way to turn your office into an email disaster zone. One of the smartest things employers can do is assess candidates with real-world admin tasks before handing them the keys to the company calendar. Instead of just asking, “Are you organized?” (because nobody ever answers, “No, I thrive in chaos.”), give them a timed scheduling challenge with overlapping meetings, last-minute cancellations, and a slightly unreasonable request from an executive. If they handle it without breaking a sweat, you’ve found a keeper.

One major mistake employers make is ignoring communication skills. Administrative roles require handling emails, scheduling, and keeping everything moving without sounding like a robot or accidentally sending “Hi [Insert Name]” to a VIP client. If a candidate’s emails read like a bad group chat or their phone etiquette is questionable at best, they’ll create more problems than they solve.

The best way to hire administrative staff at scale is to test their ability to handle real tasks under pressure, make sure they can communicate like professionals, and avoid hiring just because they “seem nice.” A great admin keeps an office running smoothly; a bad one can turn simple tasks into an episode of workplace survival.

Gillian Bell, VP of Growth, Comfrt

Give Candidates Realistic Job Preview

High-volume hiring for administrative roles can be a numbers game, but one thing makes a huge difference: giving candidates a realistic picture of the job upfront. 

A major reason admin hires quit early is that the role isn’t what they expected. Generic job descriptions and rushed interviews set people up for failure. We changed this by walking candidates through actual daily tasks before making an offer. We show them the systems they’ll use, the workload they’ll manage, and the pace they’ll work at. This simple shift cut early turnover in half and improved job performance from day one. 

Hiring fast means nothing if people leave just as quickly. The more upfront you are, the more likely you’ll hire people who stick around.

Rick Newman, CEO and Founder, UCON Exhibitions

Invest in Scalable Recruitment Technology

Remember: what works in terms of hiring five employees won’t work in hiring 500. If your systems crash, the processing of your applications slows down or recruiters become bogged down, and you risk losing qualified candidates. Make sure your recruitment tech and workflows are SCALABLE and can deal with volume surges. Invest in scalable ATS (Applicant Tracking Systems), automated screening tools, and self-scheduling interview platforms, so your process isn’t put under pressure.

Say for example that an employer needs to hire hundreds of administrative staff for a seasonal need. Manually reviewing resumes will definitely slow down the hiring process. So a better approach is to leverage AI-driven screening to quickly vet applicants on their skills and experience and add a chatbot to the process for Q&A to keep candidates engaged, but not overwhelm recruiters with a flurry of info. When your hiring system is designed for scale, you not only fill positions more efficiently, but you also increase candidate experience and mitigate recruiter burnout.

Tristan Harris, Sr. VP of Marketing, Next Net Media

Avoid Interviewer Overload

Employers hiring a lot of administrative assistants have to be careful not to overwhelm interviewers. Well-considered scheduling reduces interview burnout while preserving evaluation standards. An exhausted interviewer might ignore a strong candidate or act impulsively. I have seen this in my own company operations when I have worked too hard. Consistent evaluation applying set criteria is crucial even in cases of a lot of candidates. This enhances the candidate experience and advances equity. Candidates seem to like a methodical approach, I have found. Setting ten consecutive interviews in a row is a good example of interviewer overload. Fatigue and uneven assessments follow from this. Rather, set up interviews throughout the week and let the interviewers take breaks. This benefits the firm as well as the candidates.

Austin Rulfs, Founder, SME Business Investor, Property & Finance Specialist, Zanda Wealth

Integrate Role-Specific Tasks Early

One major point when recruiting in bulk for administrative roles is to avoid relying solely on automated filters or generic résume screenings. Instead, consider integrating a brief, role-specific task early in the application process. For instance, requesting candidates to demonstrate basic data entry or scheduling skills offers a clearer view of their practical aptitude. This reduces time spent sifting through underqualified applicants because real-world samples quickly highlight genuine capability.

In my experience, implementing a short (five-minute) online test for administrative applicants decreased our interview cancellations and “no-shows” by about 30 percent. It also gave us greater confidence that those who advanced had already shown core skills. Importantly, this approach keeps high-volume hiring manageable, while ensuring that personal qualities—like responsiveness and attention to detail—are measured in a structured, standardized manner.

Aleksei Gaidov, Director, Uniwide Formations

Balance Automation with Human Review

One major mistake I see when companies hire administrative candidates in bulk? Relying too much on automation without a human review process.

I get it, high-volume hiring is tough, and AI-powered resume filters save time. But those systems often eliminate great candidates for arbitrary reasons, like gaps in employment or missing one keyword. I’ve seen companies reject highly capable applicants because they didn’t fit the algorithm’s ideal profile.

What works better? A two-tiered system, let automation handle the first pass, but have real people review any borderline cases. Some of the best admin hires I’ve seen had unconventional backgrounds—teachers transitioning to corporate roles, military spouses with frequent relocations, or former entrepreneurs shifting into stable jobs.

If you’re rejecting candidates purely because an algorithm says so, you’re probably passing up some of the most adaptable, organized, and reliable people out there.

Robbin Schuchmann, Co-Founder, EOR Overview

Streamline Process with Structured Workflows

One major mistake employers make when hiring high-volume administrative candidates is letting process bottlenecks slow everything down. If resume screening, interview scheduling, or decision-making drags on, top candidates will move on before you even get to them.

Instead of relying on outdated methods, streamline the process with structured workflows and automation. Utilize AI-driven resume filters, tools to self-schedule interviews, and clear timelines for hiring. If the process is faster, smoother, and richer, the better your chances are of landing top talent before your competitors nab them all.

Suppose a company hires 50 administrative assistants. Scheduling interviews manually for each candidate would be a nightmare. A smarter move is to take automated scheduling links where candidates select their availability, so you don’t have to play email tag. Or, introduce pre-recorded video interviews for the first round to accelerate screening. When the hiring process is seamless and professional, candidates remain engaged, recruiters don’t burn out, and top talent actually gets to the finish line.

Marc Hardgrove, CEO, The Hoth

Prioritize Engagement Over Speed

One of the biggest mistakes in high-volume hiring is focusing too much on speed and not enough on connection. A lot of companies push candidates through an impersonal, automated process that might be efficient, but it also makes people feel like just another number. We took a different approach—prioritizing engagement over just filling seats. Instead of rigid screenings and generic interviews, we gave candidates a real glimpse into our culture early on. 

The result? Better-qualified candidates who were genuinely excited to join us, lower turnover, and a hiring process that felt human—without sacrificing efficiency. When you treat high-volume hiring like more than just a pipeline, you attract people who actually want to stay.

Cody Jensen, CEO & Founder, Searchbloom

Use Skills-Based Assessments Early

One crucial thing employers should do when hiring high-volume candidates for administrative jobs is to implement skills-based assessments early in the process. We moved beyond traditional resumes and interviews by introducing practical tests that mimic real job tasks. We developed a timed exercise where candidates organize a chaotic inbox, schedule meetings, and compose professional emails. This approach helps us identify who can truly handle the daily challenges of the role, regardless of their paper qualifications. 

After implementing this assessment, we reduced our time-to-hire by about 35% and noticed a marked improvement in the quality of our hires. The candidates who performed well on these practical tests often became our strongest team members. I’ve found that tailoring hands-on assessments to specific administrative roles is a powerful way to distinguish genuinely capable candidates from those who simply interview well. It’s not a perfect system, but it’s significantly improved our hiring outcomes.

Vukasin Ilic, SEO Consultant & CEO, Digital Media Lab

Simplify the Application Process

One of the most common mistakes that hiring managers make when mass hiring for administrative positions is that they tend to overcomplicate the application process. I can see this happening even in the JD stage. Many job descriptions are loaded with jargon and vague language that very often discourages applicants who would otherwise have been perfect for the role. A lot of hiring calls also require applicants to undergo a multi-tiered interview process even if the lines between the scope of each interview are unclear. 

Long, tedious applications or multiple rounds of interviews can deter qualified candidates, especially in administrative roles where efficiency and responsiveness matter. To combat this, it’s important to streamline the process by using clear job descriptions, pre-screening assessments, and structured interviews to quickly identify the best candidates while maintaining a positive candidate experience.

Ryan Gray, CEO, SGW Designworks

Establish Clear Job Requirements

Recruiting high-volume administrative candidates presents unique challenges and opportunities. Success in this arena depends on a well-structured and strategic approach. The most important element is establishing a clear standard of what the job entails and determining which skill sets are transferable. By identifying must-haves versus nice-to-haves, understanding cross-industry similarities, leveraging recruiting expertise, and streamlining hiring logistics, companies can efficiently build a robust administrative workforce.

The foundation of a successful high-volume administrative hiring strategy is having a precise and well-documented job description. Without a tight standard of what the job requires, the hiring process can quickly become inefficient and inconsistent.

• Clearly Define the Role: Outline the key responsibilities, daily tasks, and expectations. Standardization ensures recruiters and hiring managers assess candidates consistently.

• Must-Haves vs. Nice-to-Haves: Identify the absolute non-negotiable qualifications (e.g., typing speed, CRM proficiency, ability to handle high call volumes) versus preferred skills that could be learned on the job.

• Understanding Transferable Skills: Not all candidates will have identical backgrounds, but many industries produce talent with overlapping competencies. For instance, retail operations or commercial collections professionals may transition well into customer service roles due to their organizational skills, ability to handle high-pressure environments, and familiarity with multitasking.

Placing high-volume administrative candidates requires a structured and strategic approach. The key is to have a well-defined job standard, recognize transferable skills, identify industry crossovers, and work with experienced recruiting firms that maintain strong candidate pipelines. Once candidates are sourced, an efficient hiring and onboarding process ensures success, followed by ongoing quality control to optimize workforce performance. With these best practices, companies can build a strong, scalable administrative team capable of handling high-volume tasks efficiently.

Maura Mann, President, The Nagler Group