ABOUT CHANGING LIVES PRODUCTIONS: Changing Lives Productions is the in-house video production company of Dhar Mann Studios, the #1 creator of scripted positive content online. With over 163 million followers and 45+ billion views across YouTube, Facebook, Instagram, and TikTok, our videos receive more than 1 billion views each month. We produce several hours of original content weekly with messages of compassion, kindness, and altruism that resonate with viewers of all ages. Our stories tackle real-life challenges and deliver powerful life lessons that resonate with global audiences. Founded by Dhar Mann, named the "Moral Philosopher of YouTube" by The New York Times, a Time Top 100 Creator, and ranked #2 on Forbes' 2025 Top Creators list - our founding principle is simple but ambitious: We're not just telling stories. We're changing lives.
BIG PICTURE: Why This Role Matters:
- Too much important work still depends on someone remembering to do it.
- 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 is not a traditional Administrative Assistant position. We already have team members who can execute tasks.
- This role steps back, evaluates how work is being done, and asks:
- Why does someone have to remember to do this?
- Why isn't there a reliable system for this?
- Can AI, automation, or better process design make this faster and more dependable?
- How do we make sure this process is still working six months from now?
- The 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, strengthening the processes, tools, and infrastructure behind the administrative function rather than duplicating the Admin Manager's role.
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, so important work is verified rather than assumed.
- Keep recurring processes (inventories, subscription and account reviews, invoice follow-ups, weekly, monthly, and quarterly administrative reviews) 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, and organize the trackers, databases, and documentation the team relies on.
- 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?
WHAT YOU HAVE:
- You naturally think in systems and processes. You do not just see tasks; you see the system behind them, and you want to simplify, streamline, or automate it.
- 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), forms, databases, dashboards, and reporting tools.
- APIs, webhooks, and spreadsheet automation are a plus.
- 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 document processes naturally and think through edge cases and failure points.
- You work independently without constant direction, take initiative instead of waiting for permission, and are comfortable holding people accountable to agreed-upon processes.
- You communicate clearly and concisely, balance speed with accuracy, and are resourceful when the answer is not immediately obvious.
- Awareness of AI cost management, security, privacy, and access controls.
- You do not need to be a software engineer, but when someone describes a repetitive administrative problem, your instinct is to start thinking about how to systemize it.
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.