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Operations Specialist WHO WE WANT 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. REPORTING Working closely with and reporting to the COO. RESPONSIBILITIES SCHEDULING & LOGISTICS - 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. ADMINISTRATIVE & EXECUTIVE SUPPORT - 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. OFFICE & OPERATIONS SUPPORT - 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. HR & PEOPLE OPERATIONS SUPPORT - 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. FINANCE & ADMINISTRATIVE SUPPORT - 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. QUALIFICATIONS - 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. ADDITIONAL INFORMATI