Administrative Assistant

Human Agency • Unknown • 1w ago

Location: Remote — Open to candidates based in Canada or Mexico Department: Administration and Finance Employment Type: Independent Contractor

ABOUT US

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.

ROLE OVERVIEW

The Administrative Assistant will provide comprehensive administrative, financial, and operational support, working closely with the Finance & Administration Director as your primary point of collaboration. In this role, you’ll assist with bookkeeping, vendor payments, timesheet reviews, invoice preparation, and accounts receivable tracking, while also supporting HR, recruiting, compliance, and other operational workflows.

While your primary focus will be assisting the Finance & Administration Director, you may also provide administrative support to other executives and department directors on an as-needed basis. This role is ideal for someone highly organized, detail-oriented, and comfortable managing a variety of tasks across finance, HR, and operations in a fast-paced, collaborative environment.

This is an international independent contractor role, open to candidates based in Canada or Mexico 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., Canadian, or Mexican law.

RESPONSIBILITIES

Finance & Accounting
- Prepare invoices and assist with accounts receivable tracking and follow-up.
- Categorize daily bank feed transactions and reconcile accounts in QuickBooks Online (QBO).
- Monitor and summarize daily cash flow for review by the Finance & Admin Director.
- Assist in processing vendor payments and reimbursements.
- Review employee timesheets and expense reports for accuracy and completeness.
- Maintain organized financial records to support month-end close and audit preparation.
- Assist with budget tracking and basic financial reporting as needed.
Administrative Support
- Provide day-to-day administrative assistance to the Finance & Admin Director.
- Organize and maintain digital files, contracts, and internal documentation.
- Coordinate scheduling, prepare documents, and support internal communications as needed.
- Assist other executives and department directors with administrative tasks and project support on an as-needed basis.
- Help onboard vendors, contractors, and new hires by collecting required documents and ensuring records are up to date.
- Support special projects and other operational tasks assigned by the Finance & Admin Director.
HR & Compliance
- Assist with onboarding and offboarding processes for employees and contractors.
- Maintain compliance-related records and ensure proper documentation is filed.
- Support recruiting and hiring activities as needed, including coordinating interviews, scheduling meetings, and communicating with candidates.
- Provide administrative assistance for HR workflows, including benefits documentation and policy updates.

QUALIFICATIONS

2+ years of experience in administration, finance, or HR support roles.
Proficiency with QuickBooks Online (QBO) or similar accounting software.
Strong organizational and multitasking skills with attention to detail.
Experience with HR processes, compliance, or people operations is a plus.
Excellent 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.

COMPENSATION

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

WHY JOIN HUMAN AGENCY

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.

EQUAL OPPORTUNITY COMMITMENT

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.