RESEARCH & OPERATIONS ASSISTANT

Therapize Me, Inc.•Whitefish, MT

3d•Onsite

About The Position

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. In one sentence: Keep the build organized, the research honest, and the vendors moving. This role requires the use of AI tools daily for tasks such as drafting, summarizing, restructuring, and organizing content, as well as building repeatable AI workflows. All AI output must be verified before publication.

Requirements

Thinks in systems and logic; finds structure satisfying.
Writes clearly and quickly in plain English.
Can write in someone else's voice and capture the correct tone.
Willing to perform secretarial work without ego.
Already uses AI tools and is curious about them.
Catches errors that others miss.
Follows through on promised dates without needing reminders.
Can manage six moving projects simultaneously without dropping any.
Comfortable informing founders when their claims are not substantiated.
Uses AI tools daily for drafting, summarizing, restructuring, and organizing content.
Writes clear prompts and knows when a bad answer is the prompt's fault.
Verifies all AI-generated information, including sources, numbers, and quotes.
Builds repeatable AI workflows for tasks performed repeatedly.
Brings new ideas for using AI tools and teaches others.
No AI output goes out the door unchecked.

Nice To Haves

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.

Responsibilities

Own Google Drive end to end, including building and enforcing folder structures, setting and policing naming rules, eliminating duplicates, and maintaining a master index for quick file retrieval.
Maintain the project knowledge base for AI tools and new personnel.
Report weekly on filing, cleaning, and outstanding issues.
Take research questions and return with sources, not opinions.
Read papers, articles, competitor sites, and market reports, summarizing the top 20% and differentiating between proven facts, likely scenarios, and guesses.
Flag weak claims before they are included in pitch decks.
Maintain a running source library with links, dates, and one-line takeaways.
Track competitors and market changes.
Write and send emails to vendors and outside partners with clear asks, deadlines, and next steps.
Track all open vendor items, including who owes what, by when, and costs.
Chase late deliverables before founders notice.
Collect and check deliverables against requirements, and file them.
Maintain a live vendor tracker with contact information, scope, rate, status, and last touch.
Attend vendor calls, take notes, and manage follow-ups.
Maintain a central location for all graphics and brand assets, ensuring the current version is clearly marked and old versions are archived.
Enforce brand rules, including colors, capitalization, and founder credit.
Build simple decks and one-pagers from templates.
Ensure the correct asset is provided to vendors in the correct format.
Compose and send emails on behalf of founders to vendors, partners, investors, prospects, and for scheduling.
Learn and write in each founder's distinct voice.
Draft outreach, follow-ups, thank-yous, intros, and polite chases.
Manage the inbox by triaging, sorting, flagging important items, and answering routine inquiries.
Draft and format letters, agreements, one-pagers, and simple contracts from templates.
Schedule and confirm meetings, manage calendar conflicts, and send agendas.
Take notes in working sessions and convert them into actionable lists.
Maintain the master TO DO list across all workstreams.
Prepare materials before meetings.
Track important deadlines, including funding, legal, insurance, and contracts.
Surface potential issues or delays early.
Use AI tools daily for drafting, summarizing, restructuring, and organizing content.
Write clear prompts and identify when a bad answer is due to prompt issues.
Verify all AI-generated information, including sources, numbers, and quotes.
Build repeatable AI workflows for repetitive tasks.
Propose and teach new ways to utilize AI tools.