Executive Assistant / AI Builder

Who are we?

We’re Mindmaven, an executive coaching firm helping startup founders and tech leaders reclaim their time and focus on high-value work.

We’re hiring a Full-Time AI Powered Executive Assistant (Operations & Workflow Systems) who is passionate about AI, automation, and building intelligent systems that improve real-world operations.

This is a role for someone who thrives at the intersection of AI and operations: you will design, implement, and optimize AI workflows that actually work for people and are actually adopted.

The Role

To succeed in this role, it’s important to understand the world of Executive Assistants, Chief of Staffs, founders, and associates. The best way to do that is to do it yourself.

You’ll start by working directly in these operational roles to see how executives spend their time, where bottlenecks occur, and how decisions and communications flow.

Why operational immersion matters:

Most workflows look simple on paper but fail in practice. Instructions miss nuance: edge cases, context switching, unspoken priorities, and decision-making patterns. By experiencing the work firsthand, you gain the insight needed to build automations and AI workflows that truly solve real problems and are actually adopted.

After gaining this operational understanding, you’ll transition into designing and building AI-powered workflows and automation systems based on these insights.

Why This Role is Different

Most automation roles focus on tools. This one focuses on understanding the work first, then transforming it , so you can:

• Build smarter automations
• Reduce wasted effort
• Create systems people actually use

Key Responsibilities

Operational Immersion

• Support executives and teams in tasks such as inbox management, scheduling, coordination, and follow-ups
• Document workflows, identify inefficiencies, and note repetitive patterns
• Observe decision-making and communication flows
• Identify opportunities where AI or automation can improve efficiency and quality

AI Automation & Systems

• Design, build, and deploy n8n workflows and automation systems
• Use Claude Code to create skills, run MCP services, and leverage the CLI
• Stay up-to-date with emerging developments in the Claude ecosystem and AI automation space
• Integrate tools and data sources (e.g., Gmail, Slack, Notion, HubSpot, Airtable, Supabase)
• Write scripts in JavaScript or Python for custom logic and data processing
• Continuously improve workflows based on real usage and feedback

Cross-Functional

• Translate operational pain points into actionable automation solutions
• Recommend tools and systems when none are specified
• Document workflows and AI integrations clearly for internal and client use
• Collaborate with fast turnaround expectations

What We’re Looking For

Core Technical Skills

• Expert in Claude Code: creating skills, building MCP services, running the CLI, and keeping up with the ecosystem
• Strong programming knowledge: able to self-educate, code, and launch functional solutions
• Experience with AI integration in workflows (Claude, ChatGPT, or similar)
• Familiarity with data storage and management tools like Supabase, Airtable, Notion, or similar
• Solid API knowledge (REST, OAuth, pagination, rate limits)
• Webhooks and event-driven architecture experience
• Experience with automation platforms like n8n (primary), Zapier or Make (plus)
• Experience auditing existing workflows and automations: identify inefficiencies, errors, and opportunities for improvement
• Debugging, monitoring, and scaling automated workflows

Mindset Fit

• Curious, observant, and systems-oriented
• Fascinated by the potential of AI and emerging automation technologies
• Willing to learn and succeed in operational roles deeply before automating
• High ownership, reliability, and ability to work in a fast-paced environment

Work Structure & Compensation

• Full-time, Remote (Philippines-based)
• Must overlap with U.S. business hours (PST/EST)
• $10–15/hour (commensurate with experience) with growth potential

Skills Test

Shortlisted candidates will:

• Perform a simple operational/EA-style task
• Propose and/or build an AI-assisted automation for it