Who are we?
We’re Mindmaven, an executive coaching firm that helps startup founders and tech leaders reclaim their time and focus on what truly matters—building meaningful relationships and driving high-value growth. To expand our capabilities in the realm of AI, we’re seeking a Workflow & Automation Specialist who can design, build, and optimize AI automations that empower our team and clients to save hours each week through smarter systems.
If you’re an expert in Zapier, Make (Integromat), and custom integrations—with a knack for turning complex workflows into seamless, time-saving automations—you’ll fit right in.
Key Responsibilities
- Design and build automations using Zapier, Make, and similar platforms to connect CRMs, communication tools, and productivity systems.
- Integrate tools such as Gmail, Slack, Outlook, Microsoft Teams, Notion, HubSpot, Affinity, or Airtable for seamless cross-platform workflows.
- Leverage APIs and webhooks to connect non-native apps and extend automation capabilities.
- Use low-code solutions to develop custom scripts (JavaScript or Python) where needed to enhance automation logic or data manipulation.
- Optimize and troubleshoot existing workflows for speed, reliability, and scalability.
- Document processes clearly, including step-by-step build notes and diagrams for client and internal reference.
- Collaborate closely and responsively with coaches and clients to understand operational pain points and translate them into workflow solutions—often with fast turnaround.
- Experiment with AI tools (ChatGPT, Claude, etc.) to enhance automation logic, text generation, and data processing where relevant.
- Recommend tools for workflows if a clear tool is not requested. For example: If a client requests the ability to generate a pre-meeting brief about folks they’re about to meet with, but do not have a tool in mind to perform that brief, be able to research and make an good recommendation.
Qualifications & Skills
• Proven experience designing complex automations using Zapier and/or Make (Integromat).
• Practical understanding of and experience with APIs, webhooks, and data mapping.
• Ability to write, read, and debug JavaScript or Python code for custom integrations.
• Strong problem-solving skills and the ability to think logically about systems and dependencies.
• Experience integrating commonly used tools such as Slack, Gmail, Outlook, Teams, CRMs, and project management apps.
• Excellent communication and documentation skills in English.
• High responsiveness and reliability—able to quickly build new workflows as-needed.
• Comfortable working during standard U.S. business hours for real-time collaboration and fast iteration.
• Self-starter with a high sense of ownership and the ability to work independently.
• Bonus: familiarity with AI-powered tools and prompt engineering for workflow enhancements.
Work Structure & Compensation
• Type: Part-time, Contractor (Philippines-based), Remote work or WFH
• Engagement: Starts on a per-project, hourly basis with clear deliverables and timelines.
• Availability: Must be available for collaboration and communication during U.S. business hours (PST or EST overlap required).
• Turnaround Expectations: When automation projects or issues arise, the ability to scope and deliver timely solutions (typically within hours or days, not weeks) is absolutely essential.
• Compensation: $10-15/hour, commensurate with experience and portfolio
• Growth Potential: For the right candidate, this role can evolve into a full-time, long-term position managing automation projects across multiple clients.
Skills Test
Applicants who move forward will complete a short skills test, where you’ll build a simple automation based on a prompt. This allows us to understand your approach, problem-solving, and attention to detail.
How to Apply
If you’re passionate about building systems that save time and make people’s work lives easier:
With your portfolio or examples of automations you’ve built, along with a brief note about your favorite workflow you’ve ever designed and why, only apply through this link: https://jobs.ashbyhq.com/mindmaven/52d54af0-e375-4753-8188-3ffd5f3ca7bb
We’re excited to meet someone who loves connecting tools, optimizing processes, and turning complex problems into elegant, automated solutions—quickly and reliably.
Unfortunately, as a quick test of your attention to detail, applications not submitted through the provided link will be automatically disregarded.
Job Type: Contract
Pay: Up to $15.00 per hour
Expected hours: 20 – 25 per week
Work Location: Remote