Operations Specialist

Operations Specialist

Evolve is seeking a highly organized and dependable Operations Specialist to support daily operations, office management, executive coordination, HR administration, and finance support across the ecosystem.

This role is execution-focused and detail-driven, designed to support the Operations and Executive teams by handling administrative, coordination, scheduling, documentation, and follow-through tasks. The ideal candidate thrives in a fast-paced environment, is comfortable managing many small but critical tasks, and takes pride in keeping operations running smoothly.

Working closely with and reporting to the COO.

• Manage business calendars, including scheduling meetings, appointments, and travel arrangements for executives.

• Coordinate and prioritize business and limited personal appointments, ensuring efficient use of time and avoiding scheduling conflicts.

• Ensure meeting requirements (agenda, attendees, materials) are communicated clearly and followed by participants.

• Track meeting logistics, confirmations, and follow-ups.

• Collect, prepare, and organize executive and operations agendas and action items ahead of meetings.

• Serve as primary notetaker for executive, operations, and other assigned meetings.

• Prepare profiles and briefing documents on individuals when requested.

• Draft, prepare, and edit documents including memos, letters, and confidential materials.

• Maintain and organize files, records, expenses, receipts, and confidential information with accuracy and accessibility.

• Handle correspondence on behalf of executives when requested, ensuring timely and professional responses.

• Support daily office operations and administrative workflows.

• Assist with office management, including inventory, office supplies and stocking.

• Maintain organized records for contracts, vendors, protocols, and operational documentation.

• Assist with vendor coordination and contract filing.

• Collaborate with executives to support operational needs across the organization.

• Coordinate with international operations teams on shared initiatives and execution needs.

• Perform other related duties as assigned.

• Support hiring and onboarding processes, including interview scheduling, candidate tracking, and onboarding coordination.

• Maintain employee and contractor records, contracts, and compliance documentation.

• Assist with drafting and updating job descriptions and internal HR documents.

• Support training coordination and internal process documentation.

• Serve as a point of contact for basic HR-related coordination and escalations.

• Track invoices, expenses, and receipts, ensuring documentation is complete and properly organized.

• Prepare invoice and expense materials for review and processing.

• Coordinate with vendors and internal teams to resolve invoice or payment questions.

• Maintain accurate financial documentation and approval records.

• Bachelor’s degree required, preferably in Business Administration, Operations, Communications, Human Resources, Finance, or a related field.

• 1–3 years of experience in operations, office management, executive support, HR support, or administrative roles.

• Exceptional organizational skills and attention to detail.

• Ability to excel under pressure.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and follow through consistently.

• Proficiency with Google Workspace (Docs, Sheets, Calendar) and airtable.

• Comfortable working with confidential information.

• Ability to work independently, ask clarifying questions, and execute reliably.

• Must be eligible to work in the United States.

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties. Open communication and feedback with the Principal is encouraged, especially as the job evolves.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities listed above are essential job functions and requirements and are subject to possible modification to accommodate individuals with disabilities reasonably. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Evolve Tech LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.