Description
Summary AI & Automation Systems Specialist About Silicon Sales Institute Silicon Sales Institute (SSI) is a coaching and career development business that helps people break into B2B Tech Sales and build successful long-term careers in the industry. Our students go through a structured programme covering sales skills, practical training, personal branding, job applications, interview preparation, cold calling, prospecting and ultimately securing a Tech Sales role. However, we’re not simply an online course. Students receive ongoing coaching, accountability, 1-to-1 support and practical feedback. Behind this sits an operational system involving students, coaches, sales, marketing, content, CRM, onboarding, contracts, payments, applications and internal communication. As we scale, we want to automate as much unnecessary manual work as possible. The Role We’re looking for a highly skilled AI & Automation Systems Specialist who can take a bird’s-eye view of Silicon Sales Institute and help us build a smarter, more automated business. We don’t just want someone who waits for us to say: “Build this automation.” We want someone who can enter the business, understand how everything works, speak with the Founder and team, map our processes and proactively identify: “Why are you doing this manually?” “This process could be automated.” “These two systems should communicate with each other.” “You’re losing information here.” “This could save the team 10 hours every week.” Think of yourself as an eagle looking over the entire business. Your responsibility is to identify inefficiencies, recommend better systems and then actually build and implement them. Areas We Want to Automate 1. Student Accountability & Success We want significantly better visibility over every student’s progress. Potential systems could include: * Automatically tracking where students are within the programme * Identifying students who haven’t completed required tasks * Automated student check-ins and reminders * Flagging inactive or falling-behind students * Notifying coaches when intervention is required * Tracking assignment completion and coach feedback * Automatically generating student progress reports * AI-generated summaries of student activity * Dashboards showing student health and engagement * Triggering actions based on student behaviour The objective is to make it extremely difficult for a student to quietly fall through the cracks. 2. Meetings & Scheduling We want to reduce manual coordination around meetings. This could include: * Student onboarding meetings * Coaching calls * Fortnightly 1-to-1s * Admissions/sales calls * Automated reminders * Missed meeting follow-ups * Rescheduling workflows * Calendar integrations * Automatically updating CRM/student records after meetings 3. Contracts & Onboarding We want a seamless journey from someone becoming a customer to becoming an active SSI student. For example: Payment/Deal Closed → Contract Generated → Contract Sent → Contract Signed → Student Record Created → Correct Platforms Updated → Onboarding Triggered → Coach Assigned → Welcome Communications Sent → First Meeting Booked. The specialist should help us determine the best architecture rather than simply building exactly what we initially request. 4. Sales Pipeline & CRM We want our sales operation to become increasingly automated without losing personalisation. Opportunities include: * Lead capture * CRM data entry * Lead qualification * Pipeline movement * Lead scoring * Follow-up sequences * Appointment booking * No-show follow-up * Stale lead identification * Sales notifications * Call summaries * Automated CRM updates * Pipeline reporting * Reactivation campaigns * AI-assisted sales workflows The goal is to minimise manual administration so our salespeople spend more time actually selling. 5. Marketing Systems We want to connect our marketing ecosystem so data and leads move intelligently between systems. Potential areas include: * Lead magnets * Forms * Email marketing * CRM * Retargeting audiences * Lead nurture * Webinar/event registrations * Attribution * Lead segmentation * Marketing dashboards * Automated reporting * AI-powered personalisation We want to better understand where leads come from, what they do and what should happen next automatically. 6. Content Systems SSI produces content across multiple platforms. We want to explore automating parts of the content operation without sacrificing quality. This could include: Content Idea → Research → Content Brief → Script → Recording → Editing → Approval → Distribution → Performance Data → Insights → Future Ideas. We’re interested in systems that help with research, idea management, content databases, repurposing, approvals, scheduling, analytics, performance reporting and identifying winning topics. What We’re Looking For You should be comfortable with tools and concepts such as: * n8n * Make * Zapier * APIs & Webhooks * AI/LLM integrations * ChatGPT/OpenAI * Claude * CRMs * Calendars * Email platforms * Databases * Airtable/Notion/Google Sheets * Forms * Contract/e-signature platforms * Data mapping and workflow architecture Specific tools matter, but systems thinking matters more. We don’t want someone who only knows how to connect Trigger A to Action B. You need to understand business processes. How We Want You to Work Your first responsibility should be to audit the business. Understand our: Sales → Marketing → Student Onboarding → Programme Delivery → Coaching → Student Accountability → Content → Reporting → Operations. Map what currently happens, which tools are involved, who is responsible and where manual work, duplicated effort, bottlenecks or human error exists. Then create an Automation Roadmap. We want opportunities ranked based on: 1. Business impact 2. Hours saved 3. Implementation difficulty 4. Cost 5. Reliability 6. Risk 7. Priority You should then recommend what we should automate first and explain why. Once agreed, you’ll build, test and deploy the systems. Ownership This is extremely important. We’re not looking for someone who requires the Founder to become the automation strategist. We want someone capable of saying: “I’ve reviewed how SSI operates. These are the 10 biggest automation opportunities I’ve found. These three should be implemented first, here’s why, here’s how I’d build them and here’s the expected impact.” You should challenge inefficient processes and recommend better alternatives where appropriate. Sometimes the correct recommendation may even be not to automate something. We value good judgement over unnecessary complexity. Reliability & Documentation Automations need to work after they’re built. Every important system should therefore have appropriate: * Error handling * Testing * Monitoring * Documentation * Naming conventions * Failure notifications * Backup/manual processes where necessary We don’t want a collection of complicated automations that only the person who built them understands. The systems should be clean, scalable and maintainable. The Person We’re Looking For You’ll be a strong fit if you’re: * Highly analytical * Technically capable * Proactive * Commercially minded * Excellent at problem-solving * Able to understand businesses quickly * Comfortable advising a Founder * Obsessed with efficiency * Able to communicate technical ideas simply * Capable of both strategy AND implementation * Someone who naturally notices inefficiencies Previous experience building automation systems for coaching, education, SaaS, sales organisations, agencies or other service businesses would be particularly valuable. When applying, please show us examples of real business systems you’ve personally designed and built, the problem each automation solved, the technology used and the measurable outcome. We’re far more interested in what you’ve actually built and the problems you’ve solved than a list of automation tools on your CV.