HR Associate

Remote (United States)

Job Details

Location: United States

Workplace: Remote

Employment Type: Full-time

Experience: 2+ years in operations, HR operations, people operations, or a similar role

Core Areas: HR Operations, Employee Onboarding and Offboarding, Payroll Administration, Benefits Administration, HRIS Management, Employment Compliance, HR Reporting, Process Automation

Compensation: $79,200–$90,000 annually

Time Zone: Preference for candidates able to work between US Pacific Time and GMT

Travel: Potentially 2–3 trips annually for team retreats and other events

About the Role

The HR Associate supports the day-to-day administration of people operations across a distributed, international workforce. This position manages essential employee lifecycle processes, including onboarding, offboarding, employment contracts, expense reimbursements, payroll inputs, benefits administration, HR records, and employment compliance. The role also maintains HR systems and reporting processes while helping improve operational accuracy, efficiency, and the employee experience.

Working closely with the HR Manager, People Operations Specialist, and colleagues in Business Operations, Finance, and Legal, the HR Associate uses platforms such as Humaans, Gusto, Deel, Expensify, Asana, and Notion to coordinate HR workflows. Responsibilities also include developing HR metrics dashboards, maintaining compliance calendars, improving employee documentation, and implementing AI-supported process automation. The role reports to the HR Manager and provides increasing ownership of payroll and operational processes as onboarding progresses.

What You'll Do

HR Operations and Administration

• Prepare, coordinate, and track US state and city tax registrations, filings, and annual benefits reporting, escalating filing notices through Business Operations to Gusto.
• Process employee expense reimbursements through Expensify for US and UK employees, route expense reports to appropriate approvers, and manage Deel expense approvals.
• Coordinate the processing of taxable UK employee expenses through payroll.
• Prepare and administer employment agreements for employees, contractors, and employer-of-record (EOR) personnel using approved templates, DocuSign, and established document management procedures.
• Manage contractor onboarding, including applicable UK right-to-work checks, invoicing instructions, and point-of-contact information.
• Coordinate pre-clearance checks, collect supporting documentation, and track completion against requirements established by the HR Manager.
• Collect, review, and validate payroll inputs for US, UK, and Deel payroll processes before review and approval by the People Operations Specialist.
• Assume full responsibility for the payroll process following the probationary period.
• Provide first-line benefits administration, including employee enrollments, coverage changes, and responses to benefits-related questions.
• Coordinate employee offboarding activities, including system access removal and equipment returns with Business Operations.
• Maintain accurate employee records in Humaans, generate requested HRIS reports, and reconcile accruals across Humaans, Gusto, and Deel.
• Prepare monthly HR and Finance reports and support accurate employee data management.
• Distribute nondisclosure agreements for work trials and coordinate email and Slack access for work-trial candidates and contractors.

Employee Onboarding and Experience

• Manage employee onboarding from offer letters through first-day preparation, including US Form I-9 verification, UK right-to-work and DBS checks, welcome communications, and introductory calls.
• Coordinate onboarding activities with hiring managers and maintain HR and manager onboarding checklists in Asana and Humaans.
• Configure new employee accounts and access across Gusto, Ethena, 1Password, email, Google Groups, Slack, and Polly.
• Coordinate employee buddy assignments to support new-hire integration.
• Gather onboarding feedback, identify opportunities for improvement, and update onboarding workflows to improve the employee experience.
• Support improvements to onboarding and offboarding procedures, including workflow redesign and process documentation.

HR Documentation and Knowledge Management

• Maintain the employee handbook in Notion, including document formatting, version control, reviewer coordination, approval tracking, and accurate benefits and policy information.
• Create and update onboarding documentation, manager resources, and HR knowledge-base content.
• Maintain organized Notion documentation by removing outdated pages and assigning appropriate page owners.
• Coordinate updates to the website team page when employees join, leave, or change positions.

HR Systems, Reporting, and Process Improvement

• Develop AI-assisted workflows for employment contract drafting, internal HR FAQs, and employee role updates.
• Create and maintain an HR metrics dashboard tracking headcount, employee turnover, and internal mobility.
• Build a recurring compliance calendar covering employment-related deadlines across jurisdictions, beginning with US state and city filing requirements.
• Serve as the primary day-to-day contact for Humaans, including employee onboarding workflows, work anniversary and birthday automations, annual public holiday updates, and quarterly customer success meetings.
• Administer Polly by adding and removing employees and maintaining accurate reporting relationships.
• Identify opportunities to streamline repetitive HR administration through automation, improved documentation, and more efficient workflows.

Initial Responsibilities and Development

• First 30 days: Complete onboarding, shadow core HR processes, and begin managing employee expense processing and new-hire system setup.
• By 60 days: Take ownership of onboarding and offboarding logistics, contract administration with review, and payroll input collection. Complete an initial state and city tax filing cycle alongside the People Operations Specialist and begin developing the compliance calendar.
• By 90 days: Manage monthly HR and Finance reporting and develop a plan for the first HR process improvement project.
• Progress from reviewed work on contracts, tax filings, and payroll inputs toward greater operational independence, including full payroll ownership after probation.

Qualifications

Required Experience

• At least 2 years of professional experience in operations, HR operations, people operations, or a closely related role.
• Experience managing administrative or operational processes accurately, meeting deadlines, and identifying potential errors or inconsistencies.
• Experience working with HRIS, payroll, or comparable business systems, with the ability to learn new platforms quickly.

Required Skills

• Basic understanding of human resources practices and a demonstrated interest in developing knowledge of employment compliance, employee benefits, and payroll administration.
• Strong attention to detail when handling payroll inputs, employee records, tax filings, and other compliance-sensitive documentation.
• Ability to manage recurring operational workflows, maintain accurate records, and follow established procedures and deadlines.
• Comfort using HRIS, payroll, and administrative software. Familiarity with Humaans, Gusto, Deel, Expensify, Asana, Notion, Airtable, or DocuSign is helpful but not mandatory.
• Practical experience using AI tools in daily work and an interest in developing automated workflows that reduce repetitive administrative tasks.
• Willingness to handle detailed clerical and administrative responsibilities while identifying opportunities to make processes more efficient.
• Clear written communication skills for preparing HR documentation, employee emails, onboarding instructions, and handbook content.
• Ability to work effectively with HR, Finance, Legal, Business Operations, employees, and managers on administrative processes.
• Interest in effective altruism and commitment to supporting the organization's mission.

Preferred Qualifications

• Experience with US or UK employment administration, including Form I-9 verification, right-to-work checks, or payroll processes.
• Experience building workflow automations using tools such as Airtable, Zapier, or Notion.
• Experience supporting employees or HR operations within remote or international teams.
• Previous experience in a nonprofit organization or startup environment.

Benefits

• Private health insurance.
• Flexible working hours.
• $6,000 annual professional development allowance.
• $6,000 mental health support allowance.
• Extended parental leave.
• Ergonomic equipment support.
• 25 days of paid vacation.
• Access to an office in Oxford, United Kingdom.

Additional Position Details: The anticipated start date is December 2026, with flexibility for the selected candidate. Applications close October 30, 2026.

Employment Verification: E-Verify+ is used for US employees.

Selection Process: The anticipated hiring process includes an application, screening call, initial interview, paid test assignment, final interview, and reference checks. Steps may change.

Candidates who meet many, but not necessarily all, of the listed qualifications are encouraged to apply. Equal employment opportunity and reasonable accommodations are supported throughout the hiring process.