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Remote Administrative Assistant (Part-Time) – Long-Term Role at Canadian Accounting Firm
Administrative Assistant (AI-Forward)
Independent Contractor | Remote — Eastern or Pacific Time Zone | Reports to the Office Manager
About Your Modern Accountant
Your Modern Accountant is a fully remote Canadian tax and accounting firm serving individuals, self-employed professionals, and corporations across every province and territory except Quebec. We run our practice on modern, cloud-based tools — TaxDome, TaxCycle, QuickBooks Online, Xero, and Slack — and we're building a team that's genuinely comfortable using AI to work faster and smarter, not just a team that's heard of it.
About the Role
We're looking for an Administrative Assistant who can own the day-to-day operational and organizational backbone of the firm. This is not a data-entry role — you'll work directly with our accountants on special projects, research, and client coordination, and you'll be expected to use AI tools as a core part of how you get work done. If you're already fluent with tools like ChatGPT or Claude and you're excited by the idea of applying that fluency inside a professional accounting practice, this role is built for you.
What You'll Do
• Support accountants directly on special projects — research, drafting, file prep, and follow-through on action items
• Conduct research on tools, processes, and general reference questions, and turn findings into clear, usable summaries
• Manage and organize client data and files across our practice management systems, keeping records accurate and current
• Handle client follow-up — document requests, appointment coordination, and status updates — with a professional, client-first tone
• Use AI tools to accelerate research, drafting, and organizational work, always within the firm's confidentiality and data-handling standards
• Coordinate across the team via Slack and TaxDome, keeping tasks and communication moving without things falling through the cracks
• Take on general administrative support — scheduling, correspondence, document preparation — as the firm's needs evolve
How You'll Work
All work is performed on a firm-issued, firm-secured computer. You'll use your own device to remote into that machine and do your work entirely within our secured environment — no client data is ever stored or processed on your personal device.
What We're Looking For
Required:
• Genuine, day-to-day fluency with AI tools (e.g., ChatGPT, Claude) — comfortable using them as a working tool, not an occasional novelty
• Strong organizational skills and the ability to manage multiple files and projects at once without losing track of details
• Excellent written English communication — you'll be representing the firm directly to clients
• Self-directed and comfortable working in a fully remote, distributed team
• Based in (or keeping full working hours aligned with) the Eastern or Pacific time zone, with availability for a minimum of 5 hours per day within the 9:00 AM–7:00 PM Eastern Time window
• General comfort with cloud-based tools — Google Workspace, Slack, and similar platforms
Nice to have (knowledge, not required work experience):
• Working knowledge of Canadian personal and corporate tax concepts (e.g., T1, T2, RRSP, FHSA, GST/HST)
• Familiarity with basic bookkeeping concepts (chart of accounts, reconciliations, QuickBooks Online or Xero)
• Understanding of what TaxDome is and how a practice management platform is used
• Understanding of what TaxCycle is and its role in tax preparation
• Prior experience in a professional services or accounting-adjacent remote role
What Success Looks Like
• Accountants can hand off research and special projects and trust they'll come back complete and well-organized
• Client files and data are consistently accurate, up to date, and easy for anyone on the team to find
• Clients experience prompt, professional follow-up without the accountants needing to chase it themselves
• AI tools are used thoughtfully to speed up work — never to cut corners on accuracy or confidentiality
Position Details
Engagement type: Independent contractor (individual only — no agencies or staffing firms)
Location: Remote — must be based in (or keep full working hours in) the Eastern or Pacific time zone
Schedule requirement: Minimum 5 hours/day of availability between 9:00 AM–7:00 PM Eastern Time (Canada/US Eastern)
Hours: Approximately 20–35 hours/week to start, based on fit and workload
Compensation: $6–$10 USD/hour, based on experience
Reports to: Office Manager/ Operations Manager
How to Apply
Interested applicants should submit a proposal along with a short note on how you currently use AI tools in your work or daily life — we're more interested in real examples than a list of software names.
Why do you think you would be a good fit for a remote accounting admin role?
Please confirm your daily availability within the 9:00 AM–7:00 PM Eastern window. Interviews are expected to begin the week of October 1, 2026.
If you’re organized, reliable, and excited to join a growing Canadian accounting firm, we’d love to hear from you!
