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

Linkedin: www. ---------- /company/mindfriend/
Website: ---------- /
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.
About MindFriend

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.

How to Apply
Please send:
A short introduction about yourself
Your experience supporting founders, executives, or small businesses
Examples of AI tools, automations, or agents you have built or used
Your experience with bookkeeping, admin, legal research, or compliance support
Your availability and preferred working arrangement

Bonus: Include one example of a workflow you would automate for a busy founder.

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.