AI & Automation Operations Manager

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.