ONLY CANDIDATES FROM THE LOCATIONS LISTED.
Must have attended private school.
About the Role:
This role blends elements of a Founder's Associate, Chief of Staff, AI Automation Specialist, and Operations Assistant.
About MindFriend:
MindFriend is an online marketplace for therapists. We're looking for a highly capable, AI-native operator to work directly with the founder.
This is a hands-on, trusted role covering executive support, operations, AI automation, research, light finance coordination, and day-to-day problem solving. The goal is simple: save the founder time, improve systems, and keep the business running smoothly.
What You'll Do:
- AI, automation & research
- Use AI for deep research across legal, HR, technical, and operational topics
- Build and maintain AI workflows and lightweight internal agents
- Identify repetitive work and automate it wherever possible
- Finance & bookkeeping support
- Keep bookkeeping organised using AI tools (invoices, expenses, receipts, reconciliation support)
- Track spend and produce simple financial summaries
- Liaise with accountants as needed
- Legal & compliance support (AI-assisted)
- Research legal and compliance topics using AI and summarise findings clearly
- Organise contracts, policies, and key documentation
- Flag risks early and escalate to professionals when required
- Founder & operations support
- Manage calendar, inbox, scheduling, travel, and follow-ups
- Prepare agendas, notes, and action tracking
- Act as a gatekeeper and protect founder time
- Run ad-hoc projects and day-to-day operations end to end
What We're Looking For
- Highly organised, reliable, and detail-oriented
- Experience supporting founders, executives, or small teams
- Strong with AI tools, automation, and modern SaaS platforms
- Comfortable building workflows and lightweight AI systems
- Capable with basic bookkeeping and financial admin
- Strong online research skills (legal/compliance a plus)
- Clear communicator who can summarise complex information
- Discreet, trustworthy, and comfortable with confidential information
- Proactive, independent, and comfortable working across varied tasks
Useful Experience:
- Executive Assistant or Chief of Staff roles
- Startup or founder support experience
- AI automation, prompt engineering, or workflow design
- Tools like Xero, QuickBooks, Stripe, PayPal, Excel/Google Sheets
- Notion, Airtable, Zapier, Make, Slack, Asana, Trello, Google Workspace
- Operations, project management, or business administration
Personality Fit:
This role suits someone who enjoys variety, ownership, and problem-solving. You should be comfortable working closely with a founder, handling sensitive information, and switching between strategic and operational tasks.
You should naturally improve systems, bring order to chaos, and spot what needs doing before being asked.
