AI Automation & Systems Specialist + CustomGPT Expert (Part-Time / Contract)
About Us We’re a coaching and education company in the online space helping female founders and product-based business owners get featured in the media — without hustle culture, spammy pitching, or bro-marketing tactics. Our work blends PR strategy, AI visibility, and human-first storytelling. We run sales calls, group coaching programs, workshops, and ongoing education — and we’re now ready to systemize and automate what already works. We’re looking for an AI Automation Specialist and CustomGPT expert who can turn our existing workflows, transcripts, prompts, and tools into clean, reliable automations that save time and reduce manual work. This is not a beginner role. We want someone who thinks in systems and can execute. We primarily work in the Eastern Time Zone (ET) and prefer candidates who can collaborate within or close to this timezone. The Role You’ll be responsible for designing, building, and maintaining automations that connect our tools, AI prompts, and data — so our team isn’t copying, pasting, or jumping between platforms. You’ll work closely with us to translate real, messy human workflows into smart automations that actually get used. Core Tools You Must Know You should be very comfortable with most or all of the following: Airtable (databases, views, formulas, automations) Make (preferred) and/or Zapier bolthires Docs / bolthires Drive Slack Zoom Fathom (or similar call recording + transcript tools) Claude ChatGPT (including CustomGPTs) Perplexity (required) APIs / webhooks (required) This is not optional familiarity — these tools are central to the role. Immediate Automation Projects These are the actual problems you’ll be solving first: 1. Post–Sales Call Personalized Client Roadmap After a sales call: Pull call data + notes Pull answers from a Fillout form Generate a personalized “snapshot report” showing: Where the client is now Gaps or opportunities Where they could be after working with us Output delivered automatically via a beautifully designed bolthires Doc or PDF, in our branding colors with images This asset may also be used as a paid offer in the future 2. Post–Group Coaching Call Email Automation Currently: we manually copy transcripts and ask Claude to write recap emails. Goal: Auto-pull group call transcript Run it through our existing prompts Generate a polished recap email Send it to the group or prep it for review 3. KPI & Marketing Metrics Automation Automatically populate our KPI scorecard with: Email metrics Social metrics Sales / conversion data Goal: Reduce or eliminate manual entry across platforms Bonus if you can recommend cleaner data structures or dashboards 4. AI Research → Writing Agent Build an AI workflow that: Uses Perplexity for research Feeds findings into ChatGPT using our prompts Outputs a finished writing asset (email, post, doc) Goal: one streamlined flow instead of opening multiple tools. What We’re Looking For Strong automation logic + execution Comfort working with AI prompts and structured outputs Ability to understand messy human workflows and systemize them Clear communicator (you can explain what you’re building and why) Proactive — you suggest better ways, not just follow instructions Experience building CustomGPTs or agent-style workflows Nice to Have Experience with coaching programs, online education, or personal brands Familiarity with CRM-style pipelines Understanding of privacy, permissions, and data hygiene Ability to document workflows for handoff How We’ll Work Contract / part-time to start Project-based with potential for ongoing work You’ll get: Existing prompts Call transcripts Current tools + workflows We care more about thinking + execution than credentials. To Apply Please include: A short intro (no long cover letter) Tools you’ve actually built automations with 1–2 examples of AI or automation workflows you’ve implemented Your availability and timezone Apply tot his job Apply tot his job