Executive Assistant & Culture/Operations Coordinator Job Profile Job at Merchloo

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:

0

Employee Type:

FT – Individual Contributor

Career Path:

Executive Assistant → Office/HR Manager → People Operations Manager

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%)
  

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
  

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
  

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

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

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

• Last Updated: January 2025
• Approved By: CEO
• Review Date: January 2026