Founder’s Associate / Executive Assistant (AI & Automation Native)

Linkedin: www.linkedin.com/company/mindfriend/

Website: mindfriend.com/

Fully Remote | Full-Time | Mental Health Tech Platform

Perks & Compensation: Negotiable

About the Role

This role combines elements of a Founder’s Associate, Executive Assistant, Chief of Staff, AI Automation Specialist, and Operations Assistant.

MindFriend is an online market platform for therapist, looking for a highly capable, practical, and AI-native assistant to work directly with the founder. This is a hands-on, trusted role for someone who can move between executive support, operations, AI automation, bookkeeping coordination, research, and day-to-day problem solving.

We are looking for a rounded, seasoned person who can help the founder save time, stay organized, automate workflows, and keep the business moving forward.

What you'll do

AI agents & automation

Design, build, and maintain AI agents and automated workflows for internal and customer-facing tasks

Connect tools and data sources (APIs, no-code/low-code platforms, scripts) into reliable automations

Continuously find manual, repetitive work and replace it with smart systems

Prototype quickly, iterate, and document what you build

Finance & bookkeeping

Keep day-to-day bookkeeping clean Using AI tools: invoices, expenses, receipts, and reconciliation

Track spend, prepare simple financial summaries, and liaise with accountants when needed

Legal & compliance (AI-assisted)

Use AI tools to research legal, regulatory, and compliance questions and summarize findings clearly

Help organize contracts, policies, and compliance documentation

Flag risks early and know when to escalate to a professional (you won't replace counsel — you'll make their work faster)

Founder & operations support

Manage the founder's calendar, inbox, scheduling, travel, and follow-ups

Prepare agendas, take notes, track action items, and make sure nothing slips

Act as a gatekeeper and first point of contact; protect the founder's time and focus

Run day-to-day operations and ad-hoc projects end to end

What We’re Looking For

The ideal candidate is someone who is:

Highly organized, reliable, and detail-oriented

Experienced supporting founders, executives, or small teams

Strong with AI tools, automation, and modern software

Comfortable building or managing AI agents and automated workflows

Able to assist with bookkeeping and financial admin

Good at online research, especially legal and compliance-related topics

Discreet, trustworthy, and professional with confidential information

A clear communicator who can write well and summarize complex topics

Proactive and able to work independently without constant supervision

Flexible and willing to help with a wide range of founder-level tasks

Useful Experience

Experience in any of the following areas would be a strong advantage:

Executive assistant or chief of staff work

Founder support in a startup or small business

AI automation, AI agents, prompt engineering, or workflow design

Bookkeeping tools such as Xero, QuickBooks, Fortnox, Stripe, PayPal, or Excel/Google Sheets

Legal/compliance research or administrative support

Operations, project management, or business administration

Notion, Airtable, Zapier, Make, Google Workspace, Slack, Trello, Asana, or similar tools

Personality Fit

This role is best suited for someone who enjoys variety, responsibility, and solving problems. You should be comfortable working closely with a founder, handling sensitive information, and jumping between strategic and practical tasks.

You should be the kind of person who notices what needs to be done, improves systems, and brings order to complexity.

Example Tasks

Typical tasks may include:

Building an AI agent to handle repetitive admin work

Creating an automation for invoices, reminders, or CRM updates

Organizing receipts and bookkeeping documents

Researching compliance requirements and summarizing findings

Preparing meeting notes and follow-up actions

Managing the founder’s inbox, calendar, and task list

Creating internal SOPs and documentation

Comparing software tools and recommending solutions

Drafting emails, summaries, reports, and process documents

Coordinating with accountants, lawyers, contractors, or partners

What Success Looks Like

You will be successful in this role if the founder becomes more focused, organized, and effective because of your support. You will help reduce manual work, improve systems, keep tasks moving, and make sure MindFriend operates with more clarity and speed.

Perks & Compensation:

Performance-Driven Pay: We start with a competitive base salary, but your growth is tied directly to your impact. As you deploy better AI agents and streamline our operations, your compensation increases to reflect your expertise.

Global Mobility (Europe Bound): MindFriend is expanding. If you are a rockstar operator, we are fully committed to supporting your future relocation and visa sponsorship to move to Europe.

Work From Anywhere: Fully remote with flexible hours, as long as the job gets done.