Executive Assistant / AI Builder

Mindmaven, LLC.

Philippines

Remote

PHP 882,000 - 1,323,000

Full time

4 days ago

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Job summary

Mindmaven, LLC. is seeking a full-time AI powered Executive Assistant (Operations & Workflow Systems) to design, implement, and optimize AI workflows that support executives and teams. The role blends operational immersion with building intelligent automation, requiring hands-on experience in executive support, process discovery, and AI tooling.

This role is remote and Philippines-based, with overlap with U.S. business hours.

Qualifications

Experience with Claude Code and AI workflows.
Strong programming knowledge and ability to launch functional solutions.
Experience integrating AI 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 for inefficiencies and improvements.
Debugging, monitoring, and scaling automated workflows.

Responsibilities

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.
Design, build, and deploy n8n workflows and automation systems.
Use Claude Code to create skills, run MCP services, and leverage the CLI.
Write scripts in JavaScript or Python for custom logic and data processing.
Continuously improve workflows based on real usage and feedback.

Skills

Claude Code

Programming knowledge

AI workflow integration

Notion / Airtable / Supabase

API knowledge (REST / OAuth)

Webhooks / event-driven

n8n / automation platforms

Auditing workflows

Debugging / monitoring

Fast-paced environment

Tools

n8n

Zapier

Make

Gmail

Slack

Notion

HubSpot

Airtable

Supabase

REST API

Job description

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