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Mental & Mentla · 1 month ago

Executive Assistant and Culture Steward

San Francisco, CA

Full-time

Hybrid

Mid Level

Mental & Mentla is dedicated to fostering a vibrant team culture, and they are seeking an Executive Assistant and Culture Steward to support the founders. This role involves managing executive schedules, overseeing office operations, and cultivating a positive workplace environment to enhance team connectivity and morale.

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Responsibilities

Seamlessly handle all administrative tasks for both founders, including calendar management, travel, meeting prep, email triage, and ad-hoc projects, ensuring founders can focus on high-level strategy and decision-making

Oversee the SF office operations on a hybrid basis (three days per week in-office), including supplies, event planning, onboarding new employees, and overall creating a clean, beautiful, high-energy workplace that supports productivity

Book travel, lodging and workspace on behalf of the entire team, including periodic weeks (e.g. every other month) when the whole company, including any remote employees, will all be in SF together

Act as the founders' eyes and ears, providing daily morning updates on team performance, attendance, energy levels, and any emerging issues, while proactively fostering a positive atmosphere through team-building activities, recognition programs, and open communication channels

Bridge the gap between founders and the team during travel or remote periods, relaying key messages, gathering feedback, and ensuring employees feel heard, valued, and directly linked to leadership

Make sure invoices get paid on time, and make sure our external vendors for compliance, legal, accounting, taxes etc. have the context they need and are delivering results in a timely manner. Provision access for the entire team to all our SaaS products during onboarding and offboarding

Organize and lead initiatives to keep office morale high, such as social events, wellness activities, or motivational check-ins, resulting in measurable improvements in team satisfaction and engagement metrics

Qualification

Calendar ManagementOffice ManagementTravel CoordinationSaaS ManagementProject Management SoftwareDiscretionCulture AdvocacyCommunicationInterpersonal SkillsAdaptability

Required

Serve as a trusted executive assistant to the founders, managing their schedules and priorities while overseeing office operations and acting as a culture carrier

Maintain a vibrant, connected team environment, including during founders' absences, by being the on-the-ground link that keeps energy high, morale strong, and the company's heartbeat pulsing with positivity and optimism

Book travel, lodging and workspace on behalf of the entire team, including periodic weeks (e.g. every other month) when the whole company, including any remote employees, will all be in SF together

Bridge the gap between founders and the team during travel or remote periods, relaying key messages, gathering feedback, and ensuring employees feel heard, valued, and directly linked to leadership

Make sure invoices get paid on time, and make sure our external vendors for compliance, legal, accounting, taxes etc. have the context they need and are delivering results in a timely manner

Provision access for the entire team to all our SaaS products during onboarding and offboarding

Excels in multitasking and prioritization, using tools like calendars, project management software, and communication platforms to keep everything running smoothly

Outgoing and approachable, builds strong relationships across all levels of the organization, communicating effectively with empathy, positivity, and optimism to inspire and motivate others

Handles sensitive information with the utmost confidentiality, earning trust as a reliable confidant who provides honest, insightful feedback

Embodies and promotes a positive, optimistic, productive company culture, sensing team energy and intervening with creative solutions to maintain high spirits and connectivity

Thrives in a dynamic environment, adjusting to founders' travel schedules, unexpected requests, and evolving team needs while maintaining composure and efficiency

Delivers clear, concise updates and reports, both verbally in daily meetings and in written form, ensuring founders are always informed and aligned