People Operations Specialist

We are hiring an experienced People Operations Specialist to take real ownership of the HR, finance-admin, vendor, and coordination work that keeps the company running smoothly. This is a high-trust, high-exposure role. You will work directly alongside senior leadership and touch nearly every part of the business: onboarding, contracts, invoices, vendors, office logistics, and executive support. We are not looking for someone to sit and wait for a task list. We want someone who looks across the operation, notices what is messy, slow, or missing, and takes it on — then comes back with it solved. We are also actively bringing AI into how we work. You will be encouraged to use AI tools to automate repetitive admin, draft documents, clean up notes, build trackers, and generally do more with less. Curiosity and willingness to learn on this front matter as much as experience. What you'll do Your week will span four areas. No two days look the same. 1. HR & people operations Coordinate onboarding for new hires and offboard leavers, including contractor and EOR setups — picking up the handoff once the recruiting team closes a hire. Prepare employment contracts, offer letters, and amendments from templates, and route them for signature through to completion. Support the annual appraisal / performance-review cycle: consolidate data, maintain spreadsheets, and prepare review materials. Draft standard HR documents and letters from templates (leave/PTO letters, announcements, waivers). Track PTO, leave, holidays, and out-of-office records; keep employee data accurate and confidential. Be a first point of contact for day-to-day people's questions and raise anything sensitive appropriately. Coordinate office spaces and facilities and act as point of contact for building/vendor issues. Arrange equipment purchases and setup for new hires; maintain the tools/asset & license ownership inventory. Manage routine vendor and service-provider relationships (renewals, invoices, basic issue resolution). Support travel and accommodation logistics as needed. 4. Executive & business operations support Schedule 1:1s, resolving conflicts, and protecting focused time. Coordinate recurring meetings (status, ticket reviews, leadership syncs, town halls): agendas, prep, notes, and follow-ups. Assemble simple reports, trackers, and decks (e.g., KPI updates, headcount, status summaries). Broker and set up meetings between leaders and external parties, acting as a reliable scheduling gatekeeper. Own recurring admin so it runs like clockwork — and proactively spot what can be simplified, standardized, or automated (including with AI). Take on problems and improvement projects on your own initiative: identify a gap, propose a fix, and drive it to done without waiting for direction. What we're looking for Must-haves 5+ years in an operations, HR/people-ops, or business-support role. A genuine self-starter — you scan for what's messy, slow, or missing, take ownership, and follow through to done without being chased. Proficient with, or genuinely eager to embark on, using AI tools (e.g., ChatGPT, Gemini, Claude) to automate admin, draft documents, and work smarter. Exceptional organization and follow-through — you track many moving pieces and nothing slips. Clear, professional written and verbal English; comfortable communicating with senior leaders and vendors. Strong with Google Workspace (Gmail, Calendar, Docs, Sheets); confident building and maintaining trackers. Discretion and sound judgment with confidential HR, compensation, and financial information. Reliable overlap with North America Eastern Time and flexibility to coordinate across global time zones. Nice-to-haves Hands-on experience automating workflows or building simple tools/prompts with AI. Experience with HR / people-operations administration or contractor management. Experience supporting a distributed or international team. #J-18808-Ljbffr Telna