[Hiring] HR & Administrative Assistant @ScaleUp

Role Description

Our client is looking for a highly organized, proactive, and people-oriented HR & Administrative Assistant to support internal operations, HR processes, and employee engagement initiatives. This role combines HR administration, recruitment coordination, team engagement, and operational support. You'll help ensure smooth onboarding and offboarding, maintain accurate records, coordinate internal activities, and support leadership in keeping processes organized and efficient. The ideal candidate enjoys working with people, pays close attention to detail, and thrives in a fast-paced, remote startup environment.

What You'll Do

• HR & People Operations
  • Coordinate employee onboarding and offboarding, including documentation, account access, checklists, and orientation.
  • Maintain accurate and confidential employee records, contracts, and personnel files.
  • Support recruitment activities, including posting job openings, screening applications, scheduling interviews, and communicating with candidates.
  • Prepare, send, and track agreements, NDAs, and HR documentation.
  • Monitor employee time tracking and timesheet submissions, following up when necessary.
  • Maintain and update HR policies, handbooks, and internal documentation.
  • Track important dates, including probation reviews, compensation reviews, and contract renewals.
• Team Building & Employee Engagement
  • Organize virtual team-building activities, social events, and internal initiatives.
  • Coordinate employee recognition programs, including birthdays, work anniversaries, and team achievements.
  • Support employee surveys and feedback initiatives, summarizing results for leadership.
  • Assist with internal communications, announcements, and team updates.
  • Help foster a positive, inclusive, and collaborative remote work culture.
• Administrative & Operational Support
  • Coordinate and track tasks using ClickUp.
  • Manage data entry, internal records, shared drives, and documentation.
  • Maintain and update Standard Operating Procedures (SOPs), coordinating annual reviews with process owners.
  • Schedule meetings and manage calendars for internal team activities.
  • Support process improvements to enhance operational efficiency and productivity.

Qualifications

• Associate or Bachelor's degree in Business Administration, Human Resources, Psychology, or a related field.
• At least 1–2 years of professional experience in HR administration, administrative support, or people coordination.
• Professional English proficiency, both written and spoken, to communicate effectively with U.S. and Canadian teams.
• Availability to work at least 4 overlapping hours with Mountain Time (Calgary), Monday through Friday.
• Experience using Google Workspace, Slack, and project management tools.
• Strong organizational and time-management skills, with excellent attention to detail.
• Comfortable managing documentation, checklists, schedules, and structured workflows.
• Excellent interpersonal and communication skills, with a friendly, approachable, and professional attitude.
• High level of discretion and confidentiality when handling sensitive employee information.
• Proactive, resourceful, and comfortable taking ownership of responsibilities.
• Ability to work independently while collaborating effectively with a distributed team.
• Adaptable and comfortable working in a fast-paced, growing company.

Nice to Have

• Experience organizing virtual team-building activities or employee engagement initiatives.
• Familiarity with recruitment processes, candidate screening, or Applicant Tracking Systems (ATS).
• Previous experience working with startups or small and mid-sized businesses.
• Experience supporting fully remote or internationally distributed teams.
• Familiarity with ClickUp or similar project management platforms.

Benefits

• Supportive, positive, and collaborative remote work environment.
• Opportunity to make a meaningful impact on internal operations and team culture.
• Work with an international team supporting startups and growing businesses.
• Clear processes, documentation, and training support.
• Professional growth opportunities, with potential progression into HR or Operations roles.
• Fully remote work environment with a semi-flexible schedule.

Compensation & Additional Details

• Compensation is based on hours worked and recorded through the company's time-tracking tools.
• Candidates should include their expected hourly rate in CAD or USD when applying.
• A performance and compensation review will take place after the first three months.