Technology & AI Automation Executive

Technology & AI Automation Executive

Employment Type: Full-Time
Role Focus: AI, Automation, Technology Operations & Security

About the Role

We are looking for a hands-on Technology & AI Automation Executive to help build a highly automated, technology-enabled professional services business.

You will work closely with management to identify repetitive processes, design better workflows, implement AI and automation tools, maintain technology infrastructure, and continuously improve how the business operates.

This is not primarily a traditional IT helpdesk role. We are looking for someone who enjoys building systems, connecting applications, experimenting with AI and reducing manual work.

Because the business handles confidential and sensitive information, security, reliability and appropriate human oversight are essential.

Key Responsibilities

1. AI & Workflow Automation

Design, build and maintain automations across the business, including:

client onboarding and KYC workflows;

matter and client creation;

document generation;

recurring compliance processes;

task allocation and reminders;


email notifications and follow-ups;

document filing and naming;

approval workflows;

client reporting;

billing and administrative processes;

management dashboards; and

internal knowledge management.

Use tools such as n8n, Google Apps Script, APIs, webhooks and other workflow platforms to connect different applications.

Identify manual processes that can be simplified or automated and proactively propose improvements.

2. AI Implementation

Develop practical uses of AI within the business, including:

internal AI assistants and agents;

document classification and extraction;

document and agreement summarisation;

knowledge retrieval;

drafting assistance;

automated data extraction;

workflow decision support;

client-facing AI functionality; and

AI-assisted research and administrative processes.

Integrate AI models and APIs into internal systems where appropriate.

Build systems with appropriate human-in-the-loop review, particularly for professional, regulatory and client-facing work.

3. Client Portal & Internal Systems

Develop and maintain client-facing and internal technology infrastructure, including:

client dashboards;

workflow status tracking;

secure document exchange;

client requests and notifications;

management dashboards;

internal administrative tools; and

integrations between websites, databases and operational systems.

The objective is to create a seamless experience where clients and staff can easily understand what needs to be done, what has been completed and what happens next.

4. Google Workspace & Document Automation

Help optimise the use of Google Workspace, including:

Google Drive and Shared Drives;

Gmail;

Google Docs;

Google Sheets;

Google Forms;

Google Apps Script; and

Google Workspace administration.

Automate folder creation, document filing, document naming, permissions and standard document generation where appropriate.

Maintain a clear and scalable document architecture for client and internal business records.

5. Systems Integration

Connect and maintain integrations between business systems.

These may include:

Google Workspace;

websites and client portals;

CRM systems;

accounting systems;

electronic signature platforms;

databases;

AI platforms;

messaging and notification systems; and

third-party APIs.

Monitor integrations and troubleshoot failures.

6. Information Security

Support technology and cybersecurity controls, including:

user access management;

multi-factor authentication;

device and endpoint security;

data access controls;

Shared Drive permissions;

backup and recovery processes;

secure handling of confidential information;

vendor security reviews;

security monitoring;

user offboarding; and

maintenance of technology and security documentation.

Promptly escalate potential cybersecurity or data protection i ---------- .

Security and confidentiality must be considered when designing every automation.

7. Website & Digital Infrastructure

Provide technical support for websites and related digital infrastructure, including:

website updates;

forms and enquiry workflows;

integrations;

analytics;

SEO-related technical implementation;

hosting and deployment;

domain configuration; and

troubleshooting.

8. Testing, Documentation & Maintenance

For each material automation or system:

test before deployment;

document how it works;

maintain appropriate error handling;

create simple user instructions;

maintain access credentials securely;

monitor whether the automation is functioning;

investigate failures; and

improve the workflow over time.

Systems should be designed so they can be understood and maintained by another person rather than depending entirely on the original developer.

Key Projects

Examples of projects may include:

automatically creating a complete digital workspace when a new client is onboarded;

creating client and entity dashboards;

automatically generating routine documents from structured information;

building workflows for recurring compliance deadlines;

creating AI-assisted internal knowledge search;

automatically filing documents into the correct folders;

creating dashboards showing outstanding actions and documents;

triggering emails and tasks when clients submit information through a portal;

automating billing and administrative workflows;

creating management dashboards showing outstanding matters and deadlines; and

developing reusable automation infrastructure that can be deployed across multiple clients.

Requirements

We are looking for someone who is technically curious and comfortable building things independently.

Experience with some of the following would be advantageous:

n8n, Make, Zapier or similar automation platforms;

APIs and webhooks;

Google Apps Script;

JavaScript and/or Python;

databases and structured data;

AI APIs and large language models;

prompt engineering and AI workflows;

Google Workspace administration;

cloud applications;

basic web development;

Git/GitHub;

authentication and permissions; and

basic cybersecurity principles.

You do not need to know every technology listed above, but you should be comfortable learning unfamiliar tools quickly.

What We Value

We particularly value someone who:

sees a repetitive task and thinks about how it can be automated;

understands a business process before trying to automate it;

can turn an idea into a working prototype quickly;

troubleshoots problems independently;

is careful with confidential information;

understands that automation must be reliable, not merely impressive;

documents work clearly;

communicates technical issues in simple language;

enjoys experimenting with new AI tools;

continuously looks for ways to improve existing systems; and

understands when human review should remain part of a process.

Success in the Role

Success will be measured by practical outcomes, including:

reduction in repetitive manual work;

reduction in administrative errors;

faster client onboarding;

faster turnaround of routine processes;

increased automation of workflows;

reliability of automations;

improved document organisation;

improved visibility of deadlines and outstanding tasks;

strong security and access controls; and

creation of reusable systems that can scale across multiple clients.

Working Style

You will work closely with management and members of the professional, operations and administrative teams.

The environment is entrepreneurial and fast-moving. You will be expected not simply to wait for technical instructions, but to understand how the business works and suggest better ways of doing things.

A key objective of the role is to build technology infrastructure that allows the business to scale without administrative work increasing at the same rate.

Confidentiality, security, accuracy and appropriate human oversight are fundamental to the role.