MENTAL HEALTH ADMINISTRATIVE ASSISTANT

Internal Role Description

Reports to: 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

1. WHY THIS ROLE EXISTS

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.

2. THE FIVE LANES

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 — 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 3 — 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 4 — CORRESPONDENCE AND FOUNDER SUPPORT

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 workstreams
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 founder reads a draft, changes two words, and hits send. Decisions made in a meeting actually happen.

3. AI IS PART OF THE JOB, NOT A BONUS

You will use Claude and other AI models every day. This is not optional and it is not decoration.

Expected:

Draft, summarize, restructure, and organize with AI, then edit the output
Write clear prompts and know when a bad answer is the prompt's fault
Verify everything. AI invents sources, numbers, and quotes. You catch it before we publish it.
Build repeatable AI workflows for the tasks you do over and over
Bring us better ways to use these tools. We expect you to teach us things.

Hard rule: No AI output goes out the door unchecked. Made-up facts are worse than no facts.

4. WHAT WE ARE ACTUALLY SCREENING FOR

Non-negotiable:

Thinks in systems and logic. Structure is satisfying, not boring.
Writes clearly and quickly in plain English
Can write in someone else's voice and get the tone right
Willing to do secretarial work without ego about it
Already uses AI tools and is curious about them
Catches errors other people miss
Follows through on the date promised, without a reminder
Holds six moving projects without dropping one
Comfortable telling two founders their claim does not hold up

Helps but not required:

Background in research, library science, journalism, paralegal work, or project management
Has built a filing or knowledge system from scratch before
Interest in psychology or mental health

Not required at all: A specific degree. Years in a seat. Startup experience.

5. DEAL-BREAKERS

Needs a task list every morning
Goes quiet when overloaded instead of flagging it
Treats AI output as finished work
Cannot take direct feedback
Thinks admin and email are beneath them

6. TOOLS

Google Workspace (Drive, Docs, Sheets, Gmail, Calendar) · Claude and other AI models · a project tracker (TBD) · Canva or Figma · Zoom · basic PDF and file conversion

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