Administrative Assistant - Toronto, Canada

Location: Remote (Toronto, Canada)
Department: Administration and Finance
Employment Type: Independent Contractor

We’re scaling rapidly and expanding our operational capacity to support growth across our teams and clients. Our mission is to empower people with the tools, expertise, and human-centered AI strategies that unlock opportunity and impact.

Our team of creators, builders, and investors specializes in marketing, technology, artificial intelligence, and business—so people with big ideas can expand their agency and live lives they find meaningful.

We partner with organizations of all sizes to explore, design, and implement AI strategies that are secure, scalable, and human-centered. From advisory and tooling to implementation and education, we meet clients where they are and help them integrate AI in ways that align with their mission and values.

At Human Agency, we believe AI should amplify human potential—not replace it. Our goal is to empower teams to work smarter, move faster, and unlock new possibilities through thoughtful, responsible innovation.

The Administrative Assistant provides high-trust support across executive priorities, recruiting, and day-to-day operations, with additional support for core finance workflows. You’ll work closely with the Finance & Administration Director as your primary point of collaboration and provide support to other executives and department directors as needed.

This is an international independent contractor role, open to candidates based in Canada to better align with U.S. time zones and operational needs. You will be engaged as an independent contractor and not as an employee of Human Agency. As such, you will be responsible for managing your own taxes, benefits, and compliance with local regulations. This engagement does not create an employer-employee relationship under U.S. or Canadian law.

• Provide day-to-day administrative and executive support to the Finance & Admin Director, CEO, and Founder, including calendar management, scheduling, meeting coordination, and travel.

• Coordinate complex scheduling across multiple stakeholders and time zones; proactively resolve conflicts and protect focus time.

• Prepare agendas, briefing materials, and meeting notes; track action items and follow-ups to completion.

• Draft, format, and polish internal and external communications, documents, and presentations as needed.

• Maintain organized, secure digital filing systems for leadership materials, contracts, and internal documentation.

• Provide administrative and coordination support to other executives and department directors on an as-needed basis.

• Coordinate interview logistics end-to-end: scheduling, confirmations, panel coordination, rescheduling, and timely candidate updates.

• Serve as a candidate-facing point of contact, ensuring clear, responsive communication and a strong candidate experience.

• Maintain recruiting trackers and documentation (pipelines, interview plans, scorecards, decision notes, process checklists).

• Support job posting logistics and intake coordination; help keep hiring workflows moving from open role to offer.

• Assist with onboarding readiness for new hires and contractors (document collection, first-week scheduling, basic access coordination).

• Keep day-to-day operational workflows moving by coordinating stakeholders, tracking deadlines, and ensuring follow-through.

• Organize and maintain internal documentation, templates, and lightweight SOPs to improve consistency and reduce friction.

• Support contractor and vendor onboarding by collecting required documentation and ensuring records are complete and current.

• Assist with onboarding and offboarding processes for employees and contractors; maintain HR and compliance records.

• Provide administrative support for HR workflows, including benefits documentation support and policy update coordination.

• Support special projects and other operational tasks assigned by the Finance & Admin Director.

• Prepare invoices and support accounts receivable tracking and follow-up.

• Assist with vendor payments and reimbursements; collect and organize required backup documentation.

• Review employee timesheets and expense submissions for accuracy and completeness.

• Categorize bank feed transactions and support reconciliations in QuickBooks Online (QBO).

• Maintain organized financial records to support month-end close and audit readiness.

• Assist with budget tracking and basic financial reporting as needed.

• Experience in administrative support, executive assistance, recruiting coordination, operations, and/or finance support roles.

• Strong organizational and multitasking skills with excellent attention to detail and follow-through.

• High discretion and comfort handling confidential information.

• Clear, professional communication skills in English (Spanish or French a bonus).

• Comfort working across time zones in a remote-first environment.

• Proficiency in Google Workspace (Docs, Sheets, Drive) and other productivity tools.

• Proficiency with QuickBooks Online (QBO) or similar accounting software is a plus.

• Experience with HR processes, compliance, or people operations is a plus.

This role offers a competitive base compensation aligned with experience and local market rates. Total compensation will reflect skills, qualifications, and performance.

At Human Agency, we’re building something different — a team of thinkers, builders, and change-makers who believe in the power of purpose-driven work. You’ll gain exposure to finance, HR, and operations, with room to grow as our company expands. You’ll have the autonomy to lead in your area, the resources to succeed, and the opportunity to shape how we scale responsibly.

Human Agency is proud to be an Equal Opportunity Employer. We value diverse backgrounds, perspectives, and experiences and strive to build an inclusive culture where everyone feels welcomed and empowered.