Executive Assistant & Culture / Operations Coordinator Job Profile

Executive Assistant & Culture / Operations Coordinator Job Profile1. POSITION INFORMATION

Position Title :

Executive Assistant & Culture / Operations Coordinator

Department Number & Name :

01 – Executive Operations

Reports To :

COO / Senior Leadership Team

FLSA Status : Non-Exempt

Total Number of Reports :

Employee Type :

FT – Individual Contributor

Career Path :

Executive Assistant → Office / HR Manager → People Operations Manager

2. POSITION SUMMARY

Stoked On Printing and Merchloop are revolutionizing how companies create meaningful branded moments through turnkey merchandise solutions. We eliminate the traditional barriers of inventory management, upfront costs, and operational complexity by providing businesses with fully managed company swag stores that operate on demand.

The

Executive Assistant & Culture / Operations Coordinator

is the glue of our team — providing trusted executive support while fostering culture, managing office operations, and coordinating HR processes. This role ensures that leadership remains focused on high-value priorities, employees feel engaged and supported, and operations run smoothly.

Key Role Focus :

Build and support company culture through team events, recognition, morale initiatives, and internal communications (40%)

Provide direct executive support with calendar, travel, communication, and coordination (30%)

Manage office operations and support HR functions, including vendor management, onboarding, and process alignment (30%)

3. MAJOR ACCOUNTABILITIES / ESSENTIAL FUNCTIONS

Core Responsibilities

Plan and coordinate culture-building initiatives : team events, recognition programs, morale boosters, and internal communications

Manage executive calendars, meetings, travel, and day-to-day priorities

Act as liaison between executives, employees, and external partners

Oversee vendor relationships, supplies, and office operations

Support HR processes, including onboarding, offboarding, record-keeping, and compliance basics

Coordinate team communications and ensure organizational alignment

Anticipate needs and proactively resolve operational or cultural issues

Additional Responsibilities

Assist with policy updates and HR documentation

Support recruiting coordination and candidate communication

Track budgets for office and culture-related expenses

Organize company-wide announcements and newsletters

Other duties as assigned to support executives, employees, and business goals

4. OBJECTIVES

Performance Targets

Ensure executive calendars and priorities run seamlessly without conflict

Deliver consistent, engaging culture initiatives throughout the year

Maintain smooth onboarding / offboarding processes and accurate employee records

Achieve operational efficiency with minimal disruption to leadership and team

Quality Standards

100% accuracy in scheduling and communication

Positive feedback from employees on culture initiatives and team engagement

Organized, timely, and professional delivery of office and HR support

Growth & Development Goals

Develop deeper HR and people operations knowledge

Increase ownership of culture and employee engagement programs

Progress toward higher-level people operations or chief of staff responsibilities

5. KEY COMPETENCIES

Competency / Description

Emotional Intelligence - Build trust, empathy, and strong interpersonal relationships

Organization & Planning- Manage multiple priorities, schedules, and initiatives

Confidentiality - Handle sensitive executive and employee matters with discretion

Initiative - Anticipate needs and proactively solve issues

Culture Building - Foster team connection, morale, and alignment

6. MINIMUM REQUIREMENTS

Education & Experience

Education : Associate’s or Bachelor’s degree preferred (not required)

Experience : 3–5 years in executive assistant, HR / people ops, or office management roles

Required Skills & Knowledge

Proficiency in Google Workspace and office / HR tools

Strong organizational and multitasking skills

Event planning or internal communications experience a plus

Ability to maintain confidentiality and exercise sound judgment

Comfortable managing vendors, budgets, and operational processes

Professional Skills

Warm, approachable, and people-oriented

Excellent follow-through and reliability

Strong written and verbal communication

Ability to adapt in a fast-paced environment

7. PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

Work Schedule

Hours : Monday through Friday, standard business hours

Schedule : Full-time position, 40 hours per week

Overtime : Occasional after-hours support during events or peak periods

Physical Requirements

Ability to sit and work at a computer for extended periods

Light lifting (up to 25 pounds) for office / event supplies

Flexibility to assist with event setups or office tasks

Work Environment

Primary Location : On-site at Las Vegas office (with occasional flexibility)

Environment Conditions : Office setting with occasional event environments

Travel Requirements : Minimal, occasional local errands or event support

Supervision & Reporting

Direct Reports : None

Supervision Authority : None

Meeting Requirements : Weekly executive check-ins; quarterly team reviews

Dress Code & Standards

Dress Code : Business casual, adjusted for events as needed

Professional Standards : Maintain confidentiality, professionalism, and cultural alignment

Document Information

Last Updated : January 2025

Approved By : CEO

Review Date : January 2026