[Hiring] AI & Automation Operations Manager @Changing Lives Productions LLC

Role Description

We are seeking an exceptionally resourceful, systems-oriented AI & Automation Operations Manager to design, improve, and manage the processes that support a fast-moving entrepreneur, family office, and administrative team. The objective is straightforward: build systems that make important work difficult to forget, difficult to drop, and easy to execute correctly.

This role combines AI implementation, automation, process design, systems management, and high-level administrative operations. It works in close partnership with the Admin Manager and administrative team as a systems and operational partner.

How You'll Spend Your Time

• Identify repetitive or inefficient administrative work and determine where AI, automation, and better process design can improve speed, reliability, accuracy, and scalability.
• Build automated workflows across administrative systems and tools so information moves automatically instead of relying on manual updates.
• Create reminders, triggers, alerts, and escalation systems for overdue or time-sensitive tasks, and automate recurring reports, updates, and status communications.
• Use AI to research, summarize, organize, draft, and analyze, and develop effective prompts, templates, and reusable AI workflows for the team.
• Audit how recurring administrative responsibilities are currently handled and find where tasks, information, or follow-ups fall through the cracks.
• Build and maintain SOPs, checklists, workflows, and operating procedures with clear ownership, deadlines, reminders, escalation paths, and quality control.
• Keep recurring processes running reliably months after they are built, without depending on one person remembering every step.
• Close loops on open tasks: track follow-ups, escalate when needed, and improve the process so the same bottleneck does not happen twice.
• Partner with the Admin Manager on priorities, pain points, and process-improvement projects from problem identification through implementation, documentation, and follow-through.
• Research and prepare concise summaries and recommendations to support administrative decision-making.
• Evaluate emerging AI tools, train team members on the ones that are genuinely useful, and continuously find administrative work that can be simplified, automated, or eliminated.
• Step in to support administrative work when necessary, always asking: should this require the same amount of manual effort next time?

Qualifications

• You naturally think in systems and processes.
• Hands-on experience building real workflows with AI platforms (ChatGPT or similar), AI agents, and automation platforms such as Zapier, Make, or n8n.
• Working knowledge of Slack, Google Workspace, Airtable, Notion, project-management platforms (Asana, monday.com, ClickUp, or similar).
• Experience turning informal or inconsistent ways of working into SOPs and documented processes that teams actually follow.
• Exceptional attention to detail, strong organization, and consistent follow-through.
• You work independently without constant direction and take initiative.
• You communicate clearly and concisely, balancing speed with accuracy.
• Awareness of AI cost management, security, privacy, and access controls.
• You do not need to be a software engineer, but you instinctively think about how to systemize repetitive administrative problems.

Who Oversees You

The AI & Automation Operations Manager reports to the Automation Lead. This role works in close partnership with the Admin Manager and administrative team as a systems and operational partner.

Where It All Goes Down

This role is fully remote, working from home or a personal office, supporting a distributed administrative team across time zones.

When The Magic Happens

The typical work schedule is 40 hours a week, Monday - Friday. Specific hours and timezone overlap will be discussed during the interview.