Mental Health Administrative Assistant

Benefits:

401(k)

Paid time off

RESEARCH & OPERATIONS ASSISTANT

Internal Role Description

Reports to:

Dr. Eris Winans and Clayton Winans (both founders)

Location:

In person, Whitefish, Montana Type:
Full time, 40 hours per week, hourly non-exempt Pay: $25.00 per hour
· health insurance premium 100% employer paid Start:
As soon as we find the right brain

Two founders are building an AI prototype product, running a therapy company, raising money, and managing outside vendors at the same time. Right now the knowledge lives in their heads and in a Drive that is growing faster than anyone can file it.

This role exists to hold the system so the founders can hold the vision. We are looking for the person who knows where everything is, what everyone owes us, and what is about to fall through a crack.

One sentence:
Keep the build organized, the research honest, and the vendors moving.

LANE 1 — FILES AND KNOWLEDGE

Own Google Drive end to end.

Build and enforce one folder structure everybody uses

Set and police naming rules — dates, versions, owners

Kill duplicates and stale drafts. One current version of everything.

Keep a master index so any file is findable in under ten seconds

Maintain the project knowledge base so AI tools and new people can both read it

Weekly: report what got filed, what got cleaned, what is still a mess

Done well looks like: A founder asks for a file and gets it without asking twice.

LANE 2 — RESEARCH AND SYNTHESIS

We make evidence-based claims. Someone has to check them.

Take a research question and come back with sources, not opinions

Read papers, articles, competitor sites, market reports — summarize the top 20%

Separate what is proven, what is likely, and what is a guess. Label each one.

Flag weak claims before they land in a pitch deck. This is the most valuable thing you will do.

Keep a running source library with links, dates, and one-line takeaways

Track competitors and the market. Tell us what changed without being asked.

Done well looks like:
Nothing goes into an investor deck that cannot survive a hard question.

LANE 3 — VENDORS AND OUTSIDE PARTNERS

Web designers, video people, graphic designers, marketing, contractors, user zero.

Write and send the emails. Clear ask, clear deadline, clear next step.

Track every open item: who owes what, by when, what it costs

Chase what is late before the founders notice it is late

Collect deliverables, check them against what we asked for, file them

Keep one live vendor tracker: contact, scope, rate, status, last touch

Sit in on vendor calls, take the notes, own the follow-ups

Done well looks like:
No vendor thread goes cold. No deliverable arrives and gets lost.

LANE 4 — GRAPHICS AND BRAND ASSETS

One home for every logo, deck, mockup, screenshot, video file, and font

Current version marked clearly. Old versions archived, not deleted.

Enforce the brand rules — colors, capitalization of four-letter terms, founder credit

Build simple decks and one-pagers from templates when asked

Make sure the right asset gets to the right vendor in the right format

Done well looks like:
Nobody sends an old logo to a designer ever again.

LANE 5 — CORRESPONDENCE AND FOUNDER SUPPORT

This lane is openly secretarial and we say so on purpose. It is not a step down. It is how the founders get their hours back.

Writing and correspondence

Compose and send email on behalf of both founders — vendors, partners, investors, prospects, scheduling

Learn each founder's voice and write in it. Eris and Clayton do not sound the same.

Draft outreach, follow-ups, thank-yous, intros, and polite chases

Manage the inbox: triage, sort, flag what needs a founder, answer what does not

Draft and format letters, agreements, one-pagers, and simple contracts from templates

Schedule and confirm meetings, handle calendar conflicts, send agendas ahead of time

Follow-through

Take notes in working sessions on PLAUD. Turn talk into a list of owned actions.

Maintain the master TO DO across all work streams

Prep materials before meetings so nobody walks in cold

Track deadlines that matter: funding, legal, insurance, contracts

Surface what is slipping. Early. Even when it is uncomfortable.

Done well looks like: A…