Operations Specialist

Evolve Tech • Falls Church, VA

7d

About The Position

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.

Requirements

• 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.

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level