PH | AI-Enabled Executive Assistant/Engagement Manager

Mindmaven, LLC.

United States

Remote

USD 11,000 - 21,000

Full time

14 days+

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Job summary

Mindmaven is seeking AI-enabled Executive Assistants / Engagement Managers to work remotely across the United States. You will go beyond traditional support, leveraging automation, tool integrations, and AI prompt engineering to boost efficiency, improve workflows, and support executive decision-making.

You’ll not only manage tasks but also optimize systems and help executives operate at a higher level using modern technology.

Qualifications

At least 1 year of Executive Assistant experience in Financial, Tech, Legal, VC, or startup environments.
At least 1 year of graveyard shift experience (Required).
At least 1 year of remote work experience (Required).
Fluent in English (written and spoken).
Intermediate proficiency in Google Workspace and/or Microsoft Office.
Strong experience with Asana, Slack, Zoom.
Familiarity with automation tools (Zapier, Make, etc.).
Experience using AI tools and prompt engineering (Highly preferred).
Proficiency in managing email and calendar via Gmail or Outlook.
Typing speed of at least 60 WPM.
Philippine-based (Required).

Responsibilities

Calendar and schedule management.
Email and inbox management.
Meeting coordination and follow-ups.
Task and time management.
CRM and database management.
Research and reporting.
Project coordination.
Executive support as needed.
Use AI tools to draft emails, summarize information, and improve workflows.
Apply prompt engineering techniques to get high-quality outputs from AI tools.
Identify repetitive tasks and automate processes where possible.
Set up and manage tool integrations (e.g., Zapier, Make, API-based workflows).
Optimize workflows across tools like Asana, Slack, Notion, Google Workspace, CRM systems.
Maintain and improve internal systems for efficiency and scalability.
Support executives in leveraging AI for decision-making and productivity.

Skills

Self-confident

Clear communication

Detail-oriented

Continuous learning

Proactive thinker

Problem solver

Reliability

Strong writer

Active listening

AI-first mindset

Tools

Asana

Slack

Zoom

Google Workspace

Microsoft Office

Zapier

Make

Notion

CRM systems

Job description

Please read carefully

Who are we?

Mindmaven is an Executive Coaching firm that works closely with CEOs, Founders, and top executives of startup and VC-backed companies across the U.S.

We help our clients hire high-performing Executive Assistants who evolve into Engagement Managers —a hybrid role combining EA and Chief of Staff responsibilities. In this role, you become a true extension of the executive you support, operating as a strategic partner rather than just administrative support.

This is a 100% remote role, so you’ll need reliable equipment, strong internet, and the ability to stay consistently operational.

About the Role

We are looking for AI-enabled Executive Assistants / Engagement Managers who can go beyond traditional support by leveraging automation, tool integrations, and AI prompt engineering to increase efficiency, improve workflows, and support decision-making.

You won’t just manage tasks—you’ll optimize systems, integrate tools, and help executives operate at a higher level using modern technology.

About You

You are:

Self-confident
You communicate professionally and confidently with senior stakeholders. You can hold your own in high-level conversations.

Highly communicative
You believe most problems can be avoided with clear and proactive communication.

Detail-oriented
You have an eye for detail and take pride in precision and accuracy.

A continuous learner
You actively build your skills, especially in emerging tools, automation, and AI.

Proactive thinker
You anticipate needs before they arise and solve problems before they become issues.

A problem solver
You approach challenges with a solutions-first mindset and figure things out quickly.

Reliable and professional
You build trust fast and consistently deliver high-quality work.

A strong writer
You communicate clearly and professionally in writing with minimal errors.

A great listener
You understand context, nuance, and unspoken needs.

Tech-savvy with an AI-first mindset
You enjoy working with tools, exploring integrations, and leveraging AI to improve workflows.

Key Responsibilities

Core EA / Engagement Management Tasks

Calendar and schedule management
Email and inbox management
Meeting coordination and follow-ups
Task and time management
CRM and database management
Research and reporting
Project coordination
Executive support as needed

AI, Automation, and Systems Optimization

Use AI tools (e.g., ChatGPT or similar) to draft emails, summarize information, and improve workflows
Apply prompt engineering techniques to get high-quality outputs from AI tools
Identify repetitive tasks and automate processes where possible
Set up and manage tool integrations (e.g., Zapier, Make, API-based workflows)
Optimize workflows across tools like Asana, Slack, Notion, Google Workspace, CRM systems
Maintain and improve internal systems for efficiency and scalability
Support executives in leveraging AI for decision-making and productivity

Qualifications (Please do not apply if you do not meet the following)

At least 1 year of Executive Assistant experience, preferably in Financial, Tech, Legal, VC, or startup environments
At least 1 year of graveyard shift experience (Required)
At least 1 year of remote work experience (Required)
Fluent in English (written and spoken)
Intermediate proficiency in Google Workspace and/or Microsoft Office
Strong experience with tools like Asana, Slack, Zoom
Familiarity with automation tools (Zapier, Make, etc.) (Highly preferred)
Experience using AI tools and prompt engineering (Highly preferred)
Proficiency in managing email and calendar via Gmail or Outlook
Typing speed of at least 60 WPM
Philippine-based (Required)