Operations & Automation Specialist (ClickUp, Zapier & AI Expert)

About the Role

I am a Growth Partner based in Athens, Greece, working with businesses to scale and optimize their operations. I’m looking for a highly experienced Operations & Automation Specialist with expertise in ClickUp, Zapier, and AI API integrations to design and implement efficient, automated workflows for my consultancy business.
Your primary responsibility will be to set up and optimize our ClickUp workspace for all business processes, seamlessly integrating it with tools like Zapier, LaGrowthMachine, Calendly, and other platforms in our tech stack. You’ll also leverage AI APIs to build advanced automations that enable smarter and more efficient processes.
This role starts as a freelance gig (up to 10 hours per week) with the potential to grow into a full-time position as our needs expand. If you are passionate about workflow optimization, automation, and AI-driven solutions, this is the perfect opportunity for you.
Key Responsibilities

ClickUp Setup & Optimization
Design and implement a custom ClickUp workspace tailored to our consultancy workflows.
Create and optimize Dashboards, Automations, and Templates for task management, reporting, and client communication.
Ensure smooth integration between ClickUp and external tools using Zapier and APIs.
Automation & AI Integration
Build advanced workflows using Zapier to connect tools like Google Workspace, Calendly, Slack, and LaGrowthMachine.
Leverage AI APIs (e.g., OpenAI, GPT-based APIs) to enhance processes, automate repetitive tasks, and create intelligent workflows.
Troubleshoot and optimize current automation systems to ensure scalability and efficiency.
Process Design & Improvement
Analyze current business workflows and identify opportunities to streamline and automate processes.
Translate business needs into actionable workflows that improve productivity and operational efficiency.
Documentation & Training
Create clear documentation for workflows, automations, and best practices.
Provide training or Loom videos to onboard team members on using ClickUp and integrated systems effectively.
Skills & Requirements

To excel in this role, you must have:
Expert-Level ClickUp Skills: Proven experience designing and optimizing ClickUp workspaces, including hierarchy design, automation setup, and dashboard creation.
Zapier Proficiency: Advanced knowledge of Zapier, including creating and troubleshooting complex multi-step Zaps and workflows.
AI Automation Expertise: Experience using AI APIs (e.g., OpenAI APIs) to create intelligent, automated workflows.
Process Improvement Skills: Demonstrated ability to analyze business needs and design efficient, scalable systems.
Technical Proficiency: Familiarity with tools like Slack, Google Workspace, LaGrowthMachine, Calendly, etc.
Attention to Detail: Deliver error-free work and maintain high standards of quality.
Problem-Solving Skills: Ability to think critically and independently troubleshoot technical challenges.
Strong Communication Skills: Ability to explain technical processes clearly and concisely to non-technical stakeholders.
Self-Starter Attitude: Take ownership of tasks, prioritize effectively, and work independently with minimal supervision.
You must also have:
A reliable computer and fast, stable internet connection.
Access to communication tools like Slack and Zoom.
Availability during 08:00 - 20:00 Greece Time (GMT+2) for task completion and communication.
Compensation & Benefits

Starting Hours: Gig contract, with the potential to grow based on performance.
Hourly Rate: Competitive, based on experience and skills.
Flexibility: Work remotely with flexible hours, as long as tasks are completed within the required time frame.
Application Process

To ensure we hire the best candidate, we’ve designed a 3-step application process:
1. Initial Case Study

You will be provided with a business scenario to demonstrate your skills in ClickUp, Zapier, and AI automation.
Scenario:
Every time a new Calendly call is booked, a new task must be automatically created in ClickUp and assigned to a specific team member.
The task should include:
All details of the contact who booked the call.
A template script for the call, which the assignee must personalize with details and facts about the contact. This must be completed 1 day prior to the call.
The due date for the task should be set 1 day before the scheduled call.
Your Task:
Design and Implement the Workflow:
Set up the necessary ClickUp workspace and structure to support this process.
Create the required automations in Zapier to connect Calendly and ClickUp.
Explain Your Solution:
Record a Loom video (5-8 minutes) explaining how you implemented the solution.
Highlight how your setup ensures efficiency and personalization.
Discuss any additional improvements or optimizations you would suggest for this workflow.
Optional: Suggest or showcase how AI APIs (e.g., OpenAI) could further enhance this process, such as automatically generating initial call script suggestions based on contact data.
2. Loom Video Submission

Record a 5-8 minute Loom video introducing yourself and explaining:
How you approached the case study.
How you’ve used ClickUp, Zapier, and AI APIs in previous roles or projects.
Why you’re interested in this role and why you’re the best fit.
3. Final Interview

Shortlisted candidates will be invited to a 30-minute Zoom interview to discuss their experience, skills, and approach to the role.
Why Work With Me?

Exciting Projects: Work on meaningful projects that directly impact business growth.
Long-Term Opportunity: The chance to grow with my consultancy as we expand.
Professional Growth: Develop your expertise in ClickUp, Zapier, AI integrations, and workflow optimization.

How to Apply
If this sounds like the role for you, please submit your application with the following:
A completed case study (details provided above).
A 5-8 minute Loom video introducing yourself and explaining your case study approach.
A short cover letter highlighting your relevant experience and why you’re interested in this role.