Executive Assistant / AI Builder

Mindmaven, LLC.

Philippines

Remote

PHP 865,000 - 1,298,000

Full time

26 hours ago

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Benefits offered by this job

Remote-friendly

Growth opportunities

Job summary

Mindmaven, LLC. is hiring an AI-powered Executive Assistant focused on Operations & Automation, based remotely in the Philippines.

You will immerse in executive support tasks, then design and implement AI-driven workflows that improve efficiency and adoption. The role requires hands-on exploration of real workflows before automating, with a strong emphasis on AI integration and systems thinking.

Qualifications

Expert in Claude Code: creating skills, building MCP services, running the CLI, and keeping up with the ecosystem.
Strong programming knowledge with the ability to self-educate 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.

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.
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).
Continuously improve workflows based on real usage and feedback.
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.

Skills

Claude Code

Programming knowledge

AI workflow integration

Data storage tools

API knowledge

Webhooks

n8n automation

Zapier or Make

Workflow auditing

Tools

n8n

Zapier

Make

Supabase

Airtable

Notion

Gmail

Slack

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)

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)
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 improvementDebugging, monitoring, and scaling automated workflows

Mindset Fit