Bellementis PLLC is seeking a contract legal automation specialist to help design and implement practical automation workflows for a fast-growing boutique law firm. The ideal candidate has experience with law firm operations, document automation, AI tools, workflow design, and systems such as Microsoft 365, Clio, NetDocuments, Gavel, Zapier, Notion, or similar platforms. Responsibilities may include: Automating client intake, engagement letters, matter opening, task tracking, billing workflows, and document generation Building reusable templates, checklists, and workflows Helping integrate AI tools into legal and administrative processes Improving knowledge management and internal firm operations Working with lawyers, operations, and technical team members to turn manual processes into scalable systems This is a contract role. Prior experience with legal tech, law firm operations, document automation, or AI-enabled workflow design is strongly preferred.

We are seeking a Marketing Operations Specialist to own and run trigger-based campaigns across multiple brick-and-mortar clinics specializing in hearing loss and tinnitus treatment. This is an ongoing, part-time role. We currently operate three clinic entities and are actively acquiring more in the month ahead and several more over the next year, so this is a significant growth opportunity for the right person. We are not looking for an agency. We want one capable individual who can plug into our existing system and grow with us. We use Slack for communication and Notion for our content calendar, we have subject matter experts on the team who proof and edit all outgoing copy, and we are AI forward with templates already built and in place. Key Responsibilities: Automation Ownership: Ensure all trigger-based automations across each clinic entity are set up accurately, firing correctly, and mapped to the right audiences. Email Campaigns: Build and send weekly email campaigns from existing templates, coordinating with our subject matter experts for proofing. SMS Campaigns: Build and send SMS campaigns every two weeks, maintaining compliant opt-in and messaging practices. Direct Mail: Coordinate and send direct mail campaigns every eight weeks. Multi-Entity Coordination: Manage campaigns separately and accurately across three (and growing) clinic entities without crossing wires between locations. Required Qualifications: Proven, hands-on experience managing marketing operations across multiple clinics, locations, or business entities. Strong working knowledge of trigger-based automation and campaign platforms across email, SMS, and direct mail. Extreme attention to detail when segmenting and sending across separate entities. Comfortable working asynchronously inside Slack and Notion. Comfortable with AI tools and executing from existing templates rather than building from scratch. This is for one person joining our system, not an agency.

Engagement Overview I am the CEO and principal attorney of a small law practice specializing in campaign finance, lobbying regulation, FARA, nonprofit law, and government ethics. My five-person team — a junior partner, two associates, and an executive assistant — recently integrated into a larger firm. I am looking for an experienced Claude/AI automation builder for a phased engagement to design, build, and deploy a suite of interconnected agents and automations. This brief covers three phases. Phase I (Inbox Triage) is the highest immediate priority and the natural starting point. Phases II and III follow sequentially. Strong candidates will be evaluated on Phase I but should demonstrate familiarity with the full roadmap. This is a paid engagement. Scope, timeline, and rate are open to discussion. Technology Stack Email: Gmail (personal Pro account — not firm infrastructure) AI: Claude (Anthropic) via MCP or API Task and project management: Notion (existing workspace; routing tables, matter tracking, and timesheet structure already in place) Calendar: Google Calendar Internal chat: Google Chat Document storage: Google Drive (primary); local hard drives on iMac and MacBook Pro (secondary) Matter management / DMS: iManage (larger firm system — integration via dedicated ingestion email address) Voice notes: Plaud (AI note-taker) Signing platform: TBD — candidates should ask during scoping Out of scope: Signal and iMessage — encrypted platforms with no API access; manual forwarding convention only Confidentiality Requirements This is a law practice. Attorney-client privilege and work product protection apply to all client communications and matter-related documents. These are not compliance checkboxes — they are professional obligations with real consequences. The successful candidate must: • Execute a non-disclosure agreement prior to engagement • Demonstrate genuine understanding of why data handling matters in a legal context — not just technically, but professionally • Never use client names, email content, routing data, or document content for training, testing, or demonstration purposes • Work exclusively within the client's authenticated accounts — no third-party data stores outside the approved stack • Design systems that minimize data exposure — process and route, do not store unnecessarily Generic proposals that do not address confidentiality specifically will not be considered.   Phase I — Inbox Triage Agent Real-time classification and routing of inbound Gmail, with a daily digest to the executive assistant. Objective The principal attorney's Gmail inbox receives high volumes of email across clients, matters, and categories of widely varying priority. The goal is an agent that processes every inbound message, classifies it, routes it to the correct person automatically, and ensures nothing drops — without overloading the executive assistant with triage work she should not be doing. Two-Stage Routing Logic Stage 1 — Sender Classification Every inbound email is classified against a tiered contact list maintained in a Notion database: MVC: Most Valuable Clients — 5 to 10 contacts. Highest priority. HVP: High Value People — 10 to 20 contacts. Some overlap with MVCs. Principal attorney, unless task-type rule applies All other clients: Roster managed in Notion with assigned attorney(s). Assigned attorney(s) per Notion client record Catch-All: Anyone not in the contact table — prospects, opposing counsel, vendors, bar association, etc. Generate executive assistant daily digest Stage 2 — Task-Type Classification (MVCs only) For MVC contacts, a second classification layer routes based on the nature of the request. Rules are client-specific. Examples: • Scheduling requests → Executive assistant • Contracts and approvals → Designated associate(s) per client record • Strategic and substantive legal matters → Principal attorney Task-type rules are defined per MVC client and must be configurable without developer involvement. Routing Table — Notion All contact and routing data lives in an existing Notion database. The agent reads from it at runtime. Required fields: • Contact name and/or email domain • Tier (MVC / HVP / Standard / Catch-All) • Assigned attorney(s) for Standard clients • Task-type override rules for MVCs The executive assistant must be able to add, edit, and re-tier contacts without touching code. This is a hard requirement. Routing Output Candidates should propose their recommended approach from among the following, based on current Gmail MCP capabilities: • Apply Gmail label and/or forward to assigned attorney's address • Create a pre-addressed draft for principal attorney review before sending • Log routing decision to Notion with email link and recommended assignee Please address this question directly in your proposal — it is a key evaluation criterion. Daily Executive Assistant Digest Once per day at a configurable time, the agent generates a digest delivered to a designated Notion page covering all catch-all emails from the prior 24 hours. Each entry includes: sender, subject, timestamp, and a one-line AI summary of the email's apparent purpose.   Phase II — 5 AM Daily Brief A structured morning brief delivered to Notion each day before 5 AM, aggregating schedule, tasks, workflow status, news, and forward-looking context. Objective The principal attorney starts each day across multiple locations and needs a single, consolidated view of what matters — professional and personal — without opening email. The brief is delivered to a dedicated Notion page and covers the sections below in the following order. Section 1 — Daily Schedule Full calendar for the day pulled from Google Calendar. All events, calls, and commitments in chronological order. Section 2 — Open Projects and Undone Tasks Two sub-sections: (a) MVC high-value work — open projects and incomplete tasks for Most Valuable Clients, filtered to substantive legal work only; and (b) Personal — all open personal projects and tasks without exception. Personal items are comprehensive by design: if it is not surfaced here, it will be forgotten. Source: Notion task and project database. Section 3 — Blocking What is the principal attorney specifically holding up? Items where others in the firm are waiting for a review, decision, approval, or action. Source: Notion matter and task records where assignee or status indicates the ball is in the principal attorney's court. Note to builder: this section requires careful logic design. The agent must infer from status fields and assignee data what is genuinely waiting on the principal attorney versus what is simply unresolved. Work with client during onboarding to define the exact field logic. Section 4 — News Digest Industry News Curated digest of overnight developments in: campaign finance law and FEC activity, election administration, lobbying regulation (federal and state), nonprofit political activity, and government ethics. Format: short summary of each item with a link to the full article. Aim for signal, not volume — 5 to 10 items maximum. US Political News 5 to 10 headlines with links covering: presidential politics, US Senate and House elections, and major gubernatorial races. Stories people are actually talking about, not wire service filler. Section 5 — Firm Workflow Matter-level status summary pulled from Notion, organized by client tier and activity: Status Definition Closed Completed yesterday Moving Action taken yesterday Paused No action yesterday Stuck No action in five or more days Client groupings: MVCs (non-high-value work), Standard clients (all work), and any other open matters. Section 6 — One Month Look Ahead Rolling 30-day forward view pulled from Google Calendar covering: regulatory filing dates and compliance deadlines, matter-level deadlines, client birthdays, holidays, and planned vacations or travel. Anything that requires preparation or awareness in the next 30 days. Section 7 — Personal Financial Summary (If Feasible) Summary of personal financial position pulled from Monarch Money, if an API or MCP connector is available. Candidates should investigate Monarch's API access and address feasibility in their proposal. If not currently feasible, this section is omitted without affecting the rest of the brief. Delivery Notion only — not email. A dedicated page refreshed each morning before 5 AM. Previous day's brief should be archived, not overwritten.   Phase III — Night Maintenance Three nightly agents that run after close of business: timesheet creation, document filing preparation, and Plaud note routing. All outputs are delivered to Notion for principal attorney review. Part 1 — Timesheet Creation Objective Each evening, the agent reviews the day's activity across three sources and populates a timesheet in an existing Notion template for the principal attorney's review and finalization. Sources • Google Calendar — all events and calls attended • Gmail sent items — emails sent that day, grouped by client/matter where inferable • Google Chat — internal messages sent, grouped by thread/matter where inferable Note to builder: Google Chat API access will need to be confirmed alongside Gmail and Calendar MCPs. Confirm availability and any OAuth scope requirements in your proposal. Output: Populated Notion timesheet using existing template structure. Principal attorney reviews each morning, adjusts entries as needed, and finalizes. The agent does not finalize — it drafts. Part 2 — Document Filing Objective Each evening, the agent surfaces documents created or edited that day for the principal attorney's review. The attorney flags finals, and the agent forwards them to the firm's iManage ingestion email address for filing. Sources • Google Drive — documents created or modified that day • Local hard drives — iMac and MacBook Pro Note to builder: local hard drive access requires a locally-running component (daemon, Claude Code instance, or folder-watching script) on each machine. Please address your proposed approach to this in your proposal. Alternative approach for consideration: a designated 'Ready to File' folder on each machine that syncs to Google Drive. The attorney drags filing-ready documents into this folder throughout the day; the agent watches the folder and processes from there. Simpler architecture, device-agnostic, and builds a consistent filing habit. Candidates should evaluate and recommend. Output: A Notion page listing all documents surfaced for that day, with document name, location, and last-modified time. Principal attorney marks finals. Agent forwards marked documents to the iManage ingestion email address. iManage filing is handled by firm IT from that point — no direct iManage API integration required. Part 3 — Plaud Note Routing and Archiving Objective: The principal attorney uses a Plaud AI note-taker on calls and meetings. Each evening, the agent pulls new Plaud summaries, routes them to the appropriate team members, archives a copy to Notion tagged to the relevant client matter, and deletes the underlying audio and transcript from Plaud's platform and the local device. Prerequisite — Plaud API Plaud API or webhook access is a prerequisite for this part. Candidates must investigate and confirm availability before scoping. If Plaud does not currently support programmatic access, this part will require a manual export step as a workaround — please address both scenarios in your proposal. Routing Logic: Similar in structure to Phase I inbox triage routing (MVC/HVP/Standard tiers with task-type overrides) but with distinct rules to be defined with the client during onboarding. Do not assume inbox triage rules apply directly. Archiving: One copy of each Plaud summary is saved to Notion as a note, tagged to the relevant client matter. Tagging logic to be defined during onboarding. Deletion: After successful routing and archiving, the agent deletes: (a) the audio and transcript from Plaud's platform via API, and (b) any local copies on the principal attorney's devices. Local deletion requires the same locally-running component described in Part 2. Candidates may propose a unified local agent that handles both Part 2 and Part 3 local operations.   What I'm Looking For Strong candidates will have: • Demonstrated experience building Claude-based automations or agents — not general AI experience • Hands-on experience with Gmail MCP, Google Calendar MCP, and Notion MCP (or equivalent API integrations) • Ability to build systems that non-technical users can maintain — editability and simplicity are as important as technical sophistication • Comfort with phased delivery — Phase I first, Phases II and III following sequentially based on performance • Experience with professional services clients (legal, financial, consulting) is a meaningful plus • Willingness to execute an NDA and work within a legally sensitive environment What to Include in Your Proposal Please address the following specifically. Proposals that do not engage with these questions will not be considered. • Your proposed technical architecture for Phase I — how you would connect Gmail, Claude, and Notion • Your answer to the Gmail MCP routing output question in Phase I (labeling vs. drafts vs. Notion logging) — what is actually supported and what do you recommend • Your assessment of Plaud API availability and your proposed approach for Phase III Part 3 • Your assessment of Monarch Money API feasibility for the Phase II financial summary section • Your proposed approach to local hard drive access for Phase III Parts 2 and 3 — daemon, sync folder, or other • A comparable project you have delivered — describe the client type, the stack, and what made it work • Your estimated timeline and rate for Phase I, and a rough order-of-magnitude estimate for Phases II and III • Confirmation that you are willing to execute an NDA prior to engagement I am looking for someone who has read this brief carefully and has a specific, informed point of view on how to build it. This is phase one of a longer automation roadmap and the right candidate will be a long-term partner, not a one-time contractor.

Operations Documentation Specialist Needed for 1099 Onboarding, User Manuals, SOPs, and Training Packets We are looking for a highly organized Operations Documentation Specialist to help us build scalable onboarding and training systems for 1099 contractors and internal team roles. This is not basic admin work. We need someone who can take rough notes, videos, calls, existing documents, and verbal instructions and turn them into clear onboarding packets, job-specific user manuals, checklists, SOPs, and training documents. The right person should be organized, detail-oriented, comfortable using AI tools, and able to create documents that are professional, easy to follow, and scalable. What You Will Help Build 1099 contractor onboarding packets Role-specific user manuals Job training packets SOPs and process documents Step-by-step task instructions Contractor expectation documents New hire checklists File organization systems Google Drive folder structure AI-assisted training materials Editable templates we can reuse for future roles Examples of Documents We May Need Contractor onboarding checklist Contractor agreement packet checklist Role overview and responsibilities First-week training checklist How-to user manual for each role Communication expectations File naming and folder rules Project workflow instructions Quality control checklist Confidentiality and AI-use guidelines Offboarding checklist Tools We May Use Google Docs Google Drive Canva ChatGPT or approved AI tools Loom ClickUp, Asana, Notion, Monday, or similar systems PDF tools Important Confidentiality Requirement Our materials are proprietary. You must be willing to sign an NDA. You may not upload, reuse, publish, share, or store our materials outside approved company systems. Any use of AI tools must be approved first, and company materials may only be used in approved accounts or platforms. Ideal Experience Please apply if you have experience with: SOP creation onboarding systems contractor onboarding user manuals training documents operations documentation process documentation AI-assisted document creation organizing Google Drive or internal knowledge bases creating clear documents from messy information First Paid Test Project The first project will be a small paid test. You will create one 1099 contractor onboarding packet and one role-specific training checklist from rough notes and instructions. If the test project goes well, this may become ongoing work as we build onboarding packets and training manuals for multiple roles. To Apply Please answer these questions: What onboarding packets, SOPs, user manuals, or training documents have you created before? Have you created materials for 1099 contractors or remote team members? What tools do you use to organize onboarding and training systems? How do you use AI to help create documents without making them sound generic? How would you turn messy notes or a Loom video into a clear training manual? Are you comfortable signing an NDA and following strict confidentiality rules? Are you comfortable following rules around approved AI use only? Please share 1–2 examples of SOPs, onboarding documents, training manuals, or organized document systems you have created. You may remove private information.

Executive Assistant — Research, Drafting & Operations Support (AI-Augmented) ABOUT THE ROLE I'm a solo founder running a consulting and advisory practice. I work fast, think in systems, and lean heavily on AI tools and a structured knowledge base to get a lot done with a small footprint. I'm looking for a sharp, reliable Executive Assistant who can take real work off my plate — not just calendar management, but research, drafting, document production, and the operational glue that keeps everything moving. This is a long-term, ongoing engagement. I want someone I can build a working relationship with over months and years, who learns how I think and gets more valuable over time. WHAT YOU'LL ACTUALLY DO The work falls into four buckets: 1. Knowledge & Project Work (the core of the role) - Research topics and tools, then synthesize findings into clear, decision-ready summaries (comparisons, pros/cons, recommendations). - Draft and format documents: memos, plans, proposals, briefs, internal reference pages, and polished deliverables. - Maintain and organize a knowledge base (Notion and/or Confluence) — creating pages, structuring information, keeping things current and findable. - Prepare materials ahead of meetings and clean up notes and transcripts after. - Comfort with AI tools (Claude, ChatGPT, Copilot, etc.) is a big plus — I use them daily and want a partner who can too. 2. Scheduling & Calendar - Own my calendar: book, reschedule, and protect focus time. - Coordinate meetings across time zones and handle the back-and-forth. - Set reminders and keep me ahead of deadlines and commitments. 3. Staff & Contractor Coordination - Act as a point of contact for contractors and collaborators. - Track tasks, follow up on deliverables, and keep projects on schedule. - Help onboard and coordinate other freelancers as the team grows. 4. Personal Administration - Handle personal scheduling, appointments, and reminders. - Manage occasional errands-by-proxy (research, bookings, purchases, follow-ups). - Help keep the line between work and personal life organized, not blurred. WHO YOU ARE - Excellent written English. You can take a rough idea and turn it into something clear and well-organized without hand-holding. - Strong researcher — resourceful, accurate, and good at knowing when something is "good enough" vs. needs another pass. - Detail-obsessed and dependable. Things don't fall through the cracks with you. - Proactive. You anticipate needs and flag problems early instead of waiting to be told. - Discreet and trustworthy. You'll have access to sensitive business and personal information and will handle it with care. - Comfortable with ambiguity and a fast-moving solo founder who context-switches a lot. TOOLS YOU SHOULD KNOW (or learn quickly) - Notion and/or Confluence - Google Workspace and/or Microsoft 365 (calendar, docs, drive, email) - AI assistants (Claude, ChatGPT, or similar) - General comfort picking up new software fast NICE TO HAVE - Experience supporting founders, executives, or consultants. - Familiarity with business/operations concepts (you don't need to be an expert, but you shouldn't be lost when I talk strategy or process). - Light project-management or coordination experience. LOGISTICS - Hours: 4-8 hrs/week to start, flexible / scaling - Rate: $20-30/hr - Start: ASAP HOW TO APPLY In your proposal, please: 1. Briefly describe a time you took a messy or open-ended task and turned it into a clean, useful deliverable. 2. Tell me which AI tools you've used and how. 3. Skip the generic template — a short, specific, well-written proposal tells me more than a long one. (Feel free to start your reply with the word "Foundry" so I know you read this.) I read every application personally. Looking forward to finding the right person.

A Sprint-to-Seat Path at Tangle Venture Studio 14-Day Pipeline Transfer Sprint We are hiring someone to step directly into the engine room. One of our current contractors has begun building the outreach, pipeline, CRM, and project-management systems that will keep Tangle moving. As they transition out soon to focus on other items, your role will be to jump in the driver’s seat with a focused two-week shadowing and systems-transfer sprint. Your first mission is simple: learn the machine before the person who built it leaves. You will shadow the current BD/PM, absorb the outreach engine, document the workflows, clean up the CRM, understand the warm pipeline, track active follow-ups, and help make sure no lead, client item, campaign, or founder decision gets lost in the transition. This is not a closing role. The founders still close all deals. This is not a VA role. We need someone who can think operationally, move quickly, and turn messy founder-led growth into visible systems. This is also not only a pipeline role. The first sprint is focused on learning and preserving the revenue engine: outreach, CRM, warm lead follow-up, pipeline tracking, founder-call preparation, and sales-system documentation. After the sprint, the person who wins this seat will also take on the project-management layer for Tangle’s next client. That means the role you are aiming to earn is dual: Revenue Operations + Project Management. On the revenue side, you will help keep the pipeline clean, visible, and moving toward qualified founder conversations. On the project side, you will help manage the client-facing execution layer: Asana boards, delivery timelines, contractor assignments, client handoff dashboards, milestone tracking, open requests, internal blockers, founder decisions needed, and weekly project-status reporting. The founders still own strategy, pricing, closing, and high-level client trust. You own the operating flow that keeps growth and delivery from falling through the cracks. This is a sprint-to-seat opportunity. If you complete the transfer well, prove you can run the engine, and earn trust quickly, you will be first in line for the next internal operating role as Tangle grows — a dual Revenue Operations + Project Management seat that may evolve into Growth Ops, Studio Ops, Revenue Ops, or Chief of Staff over time. No inflated promises. No fake corporate ladder. Just a real shot at earning the next seat by proving you can keep the machine moving. Operating Stack You Should Know You do not need to be a software engineer, but you cannot be intimidated by AI tools, build tools, dashboards, documentation, or messy operating systems. You should be highly comfortable with: Asana — building project boards, assigning owners, tracking deadlines, creating dashboards, managing dependencies, and keeping work visible. Loom — recording walkthroughs, documenting processes, creating async updates, and turning shadowing sessions into reusable training assets. Claude — summarizing calls, drafting SOPs, organizing messy notes, creating workflows, turning founder direction into structured execution plans, and supporting research or documentation. Codex / AI coding assistants — understanding how AI-assisted build workflows move, tracking what is being built, documenting issues, and helping founders/developers organize next steps. Replit — navigating live builds, tracking feature requests, documenting bugs, coordinating updates, and understanding enough of the environment to communicate clearly with builders. Lovable — understanding no-code/AI-assisted app and dashboard builds, tracking client-facing product progress, documenting build requirements, and helping move prototypes toward usable handoff assets. Notion or Google Drive — building a clean SOP library, organizing process documentation, storing templates, housing handoff docs, and making sure operating knowledge does not live only in someone’s head. Google Workspace — Docs, Sheets, Drive, Calendar, and shared files for operational documentation, reporting, tracking, and collaboration. CRM tools — tracking leads, warm relationships, next steps, follow-ups, deal stages, qualification notes, founder-call readiness, and pipeline movement. Slack / WhatsApp — keeping fast-moving communication organized without letting important decisions disappear inside chat threads. Bonus if you are comfortable with Airtable, Zapier, Make, HubSpot, Pipedrive, Close, GitHub, Figma, or other tools used to connect operations, sales, delivery, automation, and documentation. The real requirement is not tool memorization. The real requirement is that you can turn scattered activity into a visible operating system.

I am the founder of a financial services firm and a SaaS startup. I am looking for a senior, detail-oriented virtual assistant to handle a focused set of outreach, coordination, and operational tasks I do not have time to manage directly. This is confidential work supporting strategic outreach and relationship coordination running in parallel with my main businesses. This is NOT a generic data-entry role. Discretion and reliability matter more than speed. What you will do: -Design and execute outreach sequences: send LinkedIn DMs and emails, track responses, follow up on schedule -Maintain a contact tracker (Google Sheets, Notion, Airtable, or HubSpot free tier, your pick) Coordinate calendar invites, Zoom links, and reschedules -Fill out long-form contractor applications on AI training platforms using prepared content I provide -Tailor documents using a template I will hand off -Research individual contacts before scheduled calls: one-page briefs with role, recent activity, common ground -Build and expand target contact lists from criteria I provide -Keep documents and trackers organized in Google Drive Must haves: -US business hours availability (Pacific or Mountain time preferred) -Native-level English writing and reading -Proven experience supporting a senior executive or founder in a confidential context (include a specific example in your proposal) -Comfort with financial services terminology (CFP, CDFA, RIA, wealth management, SaaS, fintech) -Strong CRM and tracker hygiene -Reliable response time during agreed working hours -Ability to follow detailed instructions precisely Structure and compensation: 10 to 15 hours per week with room to grow $30 to $40 per hour depending on experience First engagement is a paid two-week trial (15 to 25 hours total) NDA required before any sensitive work begins To apply, answer these five questions in your proposal. Generic applications will be ignored: Describe one specific confidential project you supported for a senior executive or founder. What was the work, your role, and the outcome? What is your familiarity with financial services vocabulary (CFP, CDFA, RIA, AUM, QDRO, SaaS, wealth tech)? Honest answer: familiar, somewhat familiar, or new. Walk me through how you would track 15 active outreach conversations across LinkedIn, email, and phone over 30 days. What tools, what cadence, what reporting? What is your guaranteed response time during US business hours for non-urgent items? For urgent items? Are you willing to sign an NDA before starting work? Looking forward to your application.

Description: I am looking for an experienced freelancer to help me build a centralized AI-integrated knowledge management system in Notion. This system will serve as the backbone for managing large-scale projects, organizing 1,000+ PDF documents, and leveraging AI tools for semantic search, automated categorization, and document summarization. It must be scalable, user-friendly, and designed to support long-term collaboration and growth. The ideal candidate will have expertise in Notion, AI integrations (e.g., Claude, OpenAI, LangChain), automation workflows (e.g., Zapier, Make, or APIs), and file management processes (including OCR). The system should be operational from day one, with all files uploaded, categorized, and fully searchable. Project Goals: 1. Fully Functional System in Notion: Create a centralized knowledge management hub in Notion to organize and manage all scanned files and documents. Upload and categorize 1,000+ PDF files into the system during setup. Build a clean, intuitive interface for managing projects, tasks, and documents. 2. AI Integration: Integrate AI tools (e.g., Claude, OpenAI, Notion AI) for the following: Semantic search: Search by meaning rather than keywords. Document summarization and tagging: Automatically generate summaries and metadata for files. Automated categorization: Categorize files by topics, projects, and metadata (e.g., project name, date, type). AI conversation logs: Enable collaborative decision-making and log AI-generated insights for shared review. 3. File Management and Automation: Automate workflows for importing, renaming, tagging, and categorizing files based on pre-defined rules. Ensure the system can handle OCR (Optical Character Recognition) to make PDFs fully searchable. Provide a blueprint for OCR settings, file-naming conventions, and file preparation best practices. 4. Collaborative Features: Enable multi-user access with role-based permissions for specific projects or categories. Set up dashboards and shared views for collaboration and task tracking. 5. Scalability and Independence: Design the system to handle thousands of files and multiple projects without performance issues. Provide training and documentation so I can independently manage and expand the system in the future. Deliverables: A. Scanning and File Preparation: Provide a step-by-step blueprint for scanning files, including OCR settings and file-naming conventions. Ensure all 1,000+ PDF files are uploaded, tagged, and categorized in Notion during setup. B. Notion Knowledge Base Setup: Build a clean and interconnected workspace in Notion with: Categories, tags, and metadata for file organization. Dashboards for managing projects, tasks, and documents. Automated workflows for file renaming and categorization. C. AI Integration: Integrate Claude, OpenAI, or Notion’s AI for: Semantic search and document summarization. Automated tagging and categorization based on file content. D. Collaboration Features: Set up shared access for multi-user collaboration with role-based permissions. Incorporate an AI conversation log feature to track collaborative decisions and insights. E. Testing and Final Documentation: Test the system with all files uploaded to confirm functionality. Provide a short video tutorial or detailed written guide explaining how to use, maintain, and expand the system. Requirements: The ideal candidate will have: Proven experience with Notion, including advanced setups and database design. Expertise in AI integrations, such as Claude, OpenAI, LangChain, or Notion’s native AI. Familiarity with OCR workflows, file automation, and document management best practices. Strong communication skills to provide clear documentation and training. A proactive approach to safeguarding data, including locking pages, setting permissions, and creating backups. Budget and Timeline: Budget: $900–$1,200 for the full setup and integration. Timeline: Completed within 2–3 weeks from project start. To Apply: Please include the following in your proposal: A brief overview of your experience with similar projects. Examples of previous work, including Notion setups, AI integrations, or file management workflows. Your proposed timeline and approach to completing this project. Any suggestions you have for improving the system.

We are looking for someone experienced in Notion to help us build an organized, aesthetically clean, and scalable internal workspace for our business operations. We do NOT want a cluttered “everything dump” workspace. Our goal is to create a system that is intuitive, visually cohesive, easy to maintain, and actually gets used by our team long term. We recently found a quarterly projects template we liked, but it feels overly complex and difficult to maintain consistently. One issue we’ve run into is needing to manually adjust formatting, colors, bullet styles, etc. repeatedly just to keep pages visually clean. If the system becomes chaotic or inconsistent, adoption drops quickly. We are looking for someone who can help us create structured templates, databases, and workflows that are both functional and visually polished. Initial Areas We Want to Build Out: Weekly meeting agendas that are dynamic and easy to update week to week Quarterly project planning and tracking Team retreat / get-together planning Hiring and recruiting resources Confidential employee review notes and management documentation SOPs, process documentation, and training materials for future employee onboarding Reusable templates that make adding future content simple and consistent What We’re Looking For: Strong experience building Notion workspaces for businesses/teams Someone with a good eye for layout, organization, and usability Ability to simplify overly complicated systems Experience creating scalable templates and databases Understanding of permissions/privacy for confidential information Someone who can recommend best practices rather than just taking instructions Bonus Points: Experience creating dashboards or internal company hubs Knowledge of process documentation/training systems Ability to create cohesive branding/design within Notion Examples of previous business workspaces you’ve built We care just as much about usability and aesthetics as we do functionality. If the workspace feels overwhelming or visually messy, our team won’t use it. We would love someone who can help us create a clean, cohesive system that can grow with the company over time.

DESCRIPTION We’re a creative agency building out our internal operating system in Notion, and we’re looking for a high-level Notion expert to design and implement it. We already have a fully thought-through structure and plan for how our Notion workspace should function. This is not a content-writing role. Your job is to take our structure and turn it into a clean, intuitive, and well-designed system that our team will actually use. SCOPE OF WORK You will: Build out our Notion workspace architecture based on our existing plan Design a clean, elevated, and easy-to-navigate UI Create clear hierarchy and navigation across all pages Set up databases, relations, rollups, and linked views where appropriate Build templates for repeatable workflows Ensure everything is scalable and logically structured This includes: Company homepage/dashboard Department wikis Playbooks and SOPs Client knowledge database Project hubs (one page per project, from pitch through close-out) Templates library Embedded dashboards (via Airtable or similar tools) Permission structures (team vs leadership vs exec) WHAT SUCCESS LOOKS LIKE The workspace is visually clean, polished, and on-brand A new hire can navigate it without explanation Information is easy to find and logically structured Pages are interconnected in a smart, intuitive way The system feels like a true internal operating system, not a wiki dump HOW WE WORK We will provide a detailed outline and structure upfront We expect this to be a collaborative process, with a few working sessions to align on direction We care a lot about taste and usability, not just functionality We prefer someone who can take ownership and make smart structural recommendations, not just execute DELIVERABLES Fully built Notion workspace Clean, consistent templates Structured database system Intuitive navigation and linking Light documentation or walkthrough TO APPLY Please include: Examples of Notion workspaces you’ve built (especially for teams) A brief note on how you approach structuring large systems in Notion Your availability and estimated timeline