Operations Specialist

Animal Advocacy Careers (AAC) is seeking an Operations Specialist to execute day-to-day operations, HR administration, compliance, and technical support. The role reports to the Managing Director, collaborates closely with our finance consultant, and supports the CEO, MD and programme leads as needed.

The Operations Specialist is the backbone of AAC’s day-to-day effectiveness, ensuring our people, tools, and processes run smoothly so programmes can deliver at pace. You will turn plans into reliable execution and remove operational friction for the team. The role will evolve to not only own operations, but also oversee our finance function in partnership with the MD, including managing the relationship with our finance consultant, coordinating budgeting and reporting calendars, and maintaining audit-ready records. Your work will measurably improve compliance, data accuracy, and on-time delivery across the organisation.

Core responsibilities:

Operations and compliance

• Maintain accurate entity records and required registrations in relevant jurisdictions, ensuring timely filings and adherence to legal and funder obligations.
• Run reliable operational processes under MD guidance, including risk management, policies, contracts, and insurance, to reduce friction and support programme delivery.
• Support finance on operational matters by keeping complete, auditable records and producing clear schedules and registers.

HR administration

• Execute employment administration from offers and contracts to complete, compliant documentation.
• Coordinate smooth onboarding and offboarding, including tool access and timely completion of checklists by all parties.
• Maintain orderly HR records and documentation standards, including electronic signature templates.

Tools, Data, and Records

• Administer core work tools, including Asana and Google Workspace, ensuring correct accounts, permissions, licences, and first-line user support.
• Maintain information hygiene, ensuring data accuracy and version control
• Build tool adoption through simple standards, short trainings, and periodic system housekeeping.

Ideal Candidate Profile

Experience:

• Over two years of experience in operations or HR, preferably within mission-driven or remote-first organisations.
• Hands-on HR administration experience across hiring logistics, contracts, and onboarding.
• Experience working closely with senior leadership (e.g. Managing Director), with a firm grasp of how to support operational implementation and organisational alignment.
• Proficiency in Asana and Google Workspace or other project management tools, with practical experience in basic technological oversight including creating and deleting user accounts, managing permissions, and guiding team adoption
• Experience with budgeting, payroll, financial tracking and reporting & grant/project-based financial oversight.
• Experience with UK or EU registration or charity/company filings is a strong plus.

Skills & Competencies:

• Strong project coordination and follow-through, excellent record-keeping.
• Very strong written communication and documentation skills.
• High attention to detail, confidentiality, and data protection awareness.
• Proficiency in spreadsheets and data hygiene, comfort with templates and SOPs.
• Experience working across time zones in distributed teams.

Personal Attributes:

• Organised and detail-oriented, with a strong sense of ownership.
• A collaborative partner who enjoys supporting others to do their best work.
• Deep alignment with the mission and values of Animal Advocacy Careers and a passion for helping others build impactful careers in animal advocacy.

• An opportunity to contribute to the development of an exciting early-stage nonprofit startup that works to help animals as effectively as possible.
• An independent but supportive working culture where we value and encourage high agency and autonomy.
• Fully remote work environment and team.
• Generous and flexible self-managed time off policy, 20 days per year is the organisation minimum.
• Optional 2 days of direct volunteering work, e.g. at a sanctuary, protest, or self-care days.
• 1-month paid sabbatical after every 3 years
• Encouragement and support to spend at least 5% of paid time on training and development, and a $500 professional development surcharge budget.
• A clear compensation policy with opportunities for progression.

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