[Hiring] Founder's Associate / Executive Assistant @Mind Friend

Role Description

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 therapists, 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.

Qualifications

• 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

• 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

• 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.

Benefits

• 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.