AI Program Manager - Automation & Systems Integration

About the company:
We are a next-generation beauty brand redefining the makeup category through
innovation, high-performance formulations, and inclusivity. Our products combine
science, artistry, and thoughtful product development to deliver effective beauty
solutions for a diverse range of customers.
We are committed to using innovative technology and smarter ways of working to
improve how our teams collaborate, operate, and scale.
Job Overview:
We are seeking a hands-on, technically strong AI Program Manager to identify, build,
implement, and manage AI-powered workflows and automation initiatives across the
organization.
As teams increasingly adopt AI tools independently, this role will bring structure,
coordination, and technical expertise to those efforts. You will work closely with
stakeholders across the business to understand their needs, identify repetitive or
inefficient processes, and translate opportunities into secure, reliable, and scalable
solutions.
This is a cross-functional role combining AI implementation, workflow automation,
systems integration, technical problem-solving, and program management. You will
help connect existing tools and platforms, establish best practices for AI adoption,
and ensure that automations operate effectively within the company's technology
environment.
The ideal candidate is both a builder and an operator: someone who can understand
business problems quickly, implement practical technical solutions, manage multiple
initiatives, and maintain strong standards for data security, access control, and
operational reliability.
Responsibilities:

1. AI Strategy & Opportunity Identification
● Partner with stakeholders across departments to identify repetitive tasks,
manual workflows, operational bottlenecks, and opportunities for AI-driven
improvements.

● Assess proposed use cases based on business impact, implementation
complexity, risk, and potential time savings.
● Translate business needs into clear technical requirements, implementation
plans, and measurable success criteria.
● Build and maintain a prioritized roadmap of AI and automation initiatives
across the organization.
● Evaluate existing AI tools and workflows to identify opportunities for
consolidation, improvement, or broader adoption.
● Establish practical guidelines that help teams use AI effectively while
maintaining consistency, quality, and accountability.
2. AI Workflow Development & Automation
● Design, build, test, deploy, and maintain AI-powered workflows and process
automations.
● Connect AI capabilities with existing business tools to reduce repetitive
manual work and improve information flow between systems.
● Develop workflows for tasks such as research, content processing,
information extraction, reporting, internal knowledge retrieval, and operational
coordination, based on identified business needs.
● Configure prompts, workflow logic, integrations, and validation steps to
produce reliable and consistent outputs.
● Monitor automation performance, troubleshoot failures, investigate
exceptions, and implement improvements.
● Establish appropriate human review and approval steps for workflows
involving sensitive information or consequential business decisions.
3. Systems Integration & Technical Operations
● Evaluate how existing platforms and applications can work together to
support connected, end-to-end workflows.
● Build and maintain integrations between AI tools, collaboration platforms,
document repositories, and relevant business systems.
● Work with tools such as Slack, Google Drive, Claude, ChatGPT, Shopify, and
other platforms used across the organization.
● Assess APIs, webhooks, connectors, permissions, and available integration
methods to determine the most reliable implementation approach.
● Coordinate with internal stakeholders and external technology providers to
resolve integration issues and maintain system reliability.
● Document system dependencies, data flows, integration requirements, and
technical limitations.
● Ensure new solutions fit the existing technology environment and avoid
introducing unnecessary complexity.

4. AI Security, Governance & Risk Management
● Establish and maintain practical standards for the secure use of AI tools and
automated workflows.
● Evaluate how data is accessed, processed, stored, and transferred across AI
systems and integrations.
● Implement appropriate access controls, permission boundaries, and
safeguards to prevent unauthorized access or disclosure of sensitive
information.
● Assess AI tools and integrations for security, privacy, and operational risks
before implementation.
● Establish guidelines for handling confidential business information, customer
data, credentials, and proprietary materials.
● Incorporate testing, logging, monitoring, and human oversight where
appropriate to improve accountability and traceability.
● Collaborate with relevant internal stakeholders and technology providers to
investigate security concerns and resolve identified vulnerabilities.
● Stay informed about emerging AI capabilities, platform changes, and security
considerations relevant to the company's technology environment.
5. Cross-Functional Program & Stakeholder Management
● Serve as a central point of coordination for AI and automation initiatives
across departments.
● Gather requirements from stakeholders, clarify business objectives, and
translate needs into actionable technical solutions.
● Manage multiple initiatives simultaneously, coordinating priorities, timelines,
dependencies, testing, and deployment.
● Communicate technical concepts and trade-offs clearly to both technical and
non-technical audiences.
● Provide regular updates on project progress, implementation risks, blockers,
and expected business impact.
● Ensure stakeholders understand how new workflows operate, when human
intervention is required, and how to report issues.
● Coordinate training, onboarding, and adoption support to help teams integrate
new solutions into their daily work.
6. Testing, Monitoring & Continuous Improvement
● Develop testing procedures to validate workflow logic, output accuracy,
system integrations, and exception handling before deployment.
● Monitor deployed automations for failures, unexpected outputs, performance
issues, and changing business requirements.
● Establish appropriate monitoring and reporting to evaluate workflow reliability,
usage, and business impact.
● Gather stakeholder feedback and continuously refine solutions based on
real-world performance.
● Maintain clear documentation covering workflow logic, dependencies,
permissions, troubleshooting steps, and maintenance requirements.

● Establish fallback procedures and escalation paths for critical automations to
ensure business continuity.

Skills

Requirements:
● 4+ years of experience in automation, technical program management,
systems integration, AI implementation, software development, business
systems, or a closely related field.
● Demonstrated hands-on experience building, implementing, and maintaining
automations or AI-enabled workflows.
● Strong practical understanding of modern AI tools and large language
models, including platforms such as Claude and ChatGPT.
● Experience integrating business applications through APIs, webhooks, native
connectors, or automation platforms.
● Strong understanding of technical security fundamentals, including
authentication, authorization, access permissions, secure handling of
credentials, and data privacy.
● Ability to assess risks associated with connecting AI tools to internal
documents, business systems, and potentially sensitive information.
● Experience troubleshooting technical issues, validating outputs, and
designing reliable workflows with appropriate error handling.
● Strong program management skills, including requirements gathering,
prioritization, project planning, stakeholder coordination, and implementation
follow-through.
● Ability to translate ambiguous business needs into clear technical
requirements and practical solutions.
● Strong analytical and problem-solving skills, with a structured approach to
evaluating options and making implementation decisions.
● Excellent written and verbal communication skills, including the ability to
explain technical concepts to non-technical stakeholders.
● Strong documentation skills and attention to detail.
● Ability to work independently, adapt to changing priorities, and operate
effectively in a fast-paced environment.
● Professional English proficiency and availability to work full-time during
Pacific Time business hours.

Preferred: ● Experience with no-code or low-code automation platforms and AI workflow orchestration tools. ● Familiarity with Slack, Google Drive, Shopify, and other SaaS ecosystems. ● Experience with AI agents, retrieval-augmented generation (RAG), structured data extraction, or internal knowledge assistants. ● Familiarity with cloud platforms, databases, scripting languages such as Python or JavaScript, and version control. ● Experience implementing AI solutions within e-commerce, beauty, retail, or other direct-to-consumer businesses. ● Experience establishing AI usage policies, governance frameworks, or internal enablement programs. ● Familiarity with monitoring, logging, evaluation, and testing approaches for AI-powered applications. ● Experience measuring automation ROI through time saved, error reduction, adoption, and operational efficiency.

Claude, ChatGPT, prompt engineering, and AI workflow design. Automation platforms: Tools such as Zapier, Make, or n8n, depending on our client's existing stack