AI Automation Specialist

AI Automation Specialist

Why This Role Exists

You are running a small business and you already know AI could save you hours every week. The problem is not access to the tools — it is time and expertise. You need someone who already knows how to use Claude, Zapier, and n8n, understands how small businesses actually operate, and can build the workflows that eliminate the repetitive work eating your week.

This AI Automation Specialist is not a task-taker. They are an operator. They will look at how your business runs — how leads come in, how you follow up, how you communicate with customers, how your team coordinates — and build AI-powered workflows that make every part of it faster and more consistent.

What You'll Actually Be Doing

Map and Automate Your Business Workflows

Audit current workflows — lead gen, follow-up, scheduling, customer communication, operations — to identify what can be automated
Build Zapier, Make, or n8n automations tailored to existing tools and processes
Eliminate manual steps that slow things down: copying data, sending follow-up emails, updating spreadsheets, routing tasks
Document every automation with a clear guide so nothing is a black box

Use AI to Accelerate Communications and Content

Use Claude and ChatGPT to draft outreach emails, follow-up sequences, proposals, and client communications in the business owner's voice
Build AI-assisted content workflows for social media, newsletters, and marketing
Summarize long documents, meeting notes, and email threads
Create reusable AI prompt templates the whole team can use consistently

Own Lead Generation and Follow-Up Workflows

• Set up or optimize automated lead capture and CRM entry from existing channels
• Build follow-up sequences that go out automatically — email, SMS, or whatever the customer prefers
• Create triggers that alert the owner only when human judgment is needed; handle everything else automatically
• Track what is working and report results clearly

Handle Day-to-Day Operations Support

• Manage calendar, inbox, and task tracking with AI-assisted prioritization
• Research vendors, competitors, tools, or topics quickly using AI
• Coordinate with team or contractors, keeping projects moving without requiring constant owner involvement
• Prepare meeting agendas, action item summaries, and weekly briefs

Who Will Succeed in This Role

The right person does not treat AI as a novelty. They use it every single day to get more done, and they have the curiosity to figure out how to apply it to problems they have never seen before. They are comfortable inside a small business environment — things change, priorities shift, and no two weeks look exactly the same. They take ownership and do not wait to be told what to do next.

Actively using Claude, ChatGPT, or similar AI tools right now — not just occasionally, but as a core part of how you work

Have built at least one Zapier, Make, or n8n automation that is still running in production

Understand how small businesses generate leads, follow up, and convert — not just in theory

Write clearly and confidently in English; can communicate on behalf of a business owner without requiring rewrites

Organized without being rigid; can handle competing priorities without dropping things

Proactive — when you see something broken or missing, you bring it up with a proposed solution

Experience & Skills

Required

2+ years of experience in an automation, operations, or business support role
AI-fluent — actively uses Claude, ChatGPT, or equivalent tools; will be assessed at screening with a practical prompt exercise
Hands-on experience with at least one automation platform: Zapier, Make (Integromat), or n8n
Strong written English — writing samples reviewed at screening
Ability to work the client's core business hours with reliable daily overlap
Understanding of small business marketing and operations: lead gen, email follow-up, CRM usage, social media basics

Preferred

• Experience with Google Workspace (Gmail, Drive, Sheets, Calendar) and common SMB tools
• Familiarity with CRM tools such as HubSpot, GoHighLevel, or similar
• Experience managing social media scheduling or email marketing platforms
• Background working with service businesses — fitness, healthcare, professional services, or consulting

What Success Looks Like at 90 Days

The business owner has stopped doing at least 3 things manually that are now automated and running reliably
Lead follow-up is faster and more consistent — no lead goes uncontacted for more than 24 hours
A content or marketing workflow is in place and producing output on a regular schedule without requiring the owner's daily involvement
The owner's inbox and calendar are managed with a system that surfaces only what needs their attention
Every automation built has an SOP — the business is not dependent on this person's memory
The owner trusts this AI Automation Specialist to represent them in writing and to make operational decisions without checking in on every small thing

Position Details

• Type: Full-time or Part-time · 20–40 hours/week depending on scope
• Hours: Client's business time zone — overlap during core business hours required

Location: Remote

• Tech Stack: Claude, ChatGPT, n8n, Zapier, Make, Google Workspace, and client's existing business tools
• Rate: To be determined