Workflow + Process Designer (AI Enablement)

Job description

WHO WE ARE Notion is the collaborative AI workspace where teams and agents think together https://www.youtube.com/watch?v=vkpYpWfEK5s. We're building one place where your knowledge, projects, meetings, and AI tools live side by side, so work is faster, clearer, and less fragmented. Millions of individuals, small teams, and large companies run their work on Notion. Notinos (our employees) are customer zero in bringing this future of work to life. We care about craft, building things that last, and the belief that great work is still fundamentally human. Our goal isn’t to ship the next feature. Each and every team of Notinos is working to set the standard for how humans work together in the AI era. From building a business’s system of record to making and managing AI agents to automating away the busy work, we care deeply about giving our customers more time for their life’s work. ABOUT THE ROLE: Own how our Foundations business teams design, automate, and operate their most important workflows. Notion is growing quickly, and the processes that run our business — intake, triage, execution, approvals, escalations, reporting — need to scale without adding headcount or losing auditability. This role exists to redesign those processes end to end and to embed AI directly into them, so the work moves faster and the system stays trustworthy. What's different at Notion: you'll build on Notion as customer zero. You'll design multi-system workflows spanning Notion, Slack, email, support tooling, and internal data, then ship the custom agents, skills, and automations that run them — partnering with Finance, Legal, People, Ops, Data, and Engineering to drive real adoption, not just documentation. This role can be based in either San Francisco or New York City. We work from our offices on Mondays, Tuesdays and Thursdays (our Anchor Days) because we do our best thinking and building together in person. We’re looking for someone who’s excited to work alongside the team during those days. WHAT YOU'LL ACHIEVE: - Redesign cross-functional processes end to end: Map and optimize core and cross-functional flows for Foundations business teams, making them simpler, faster, and more consistent than the operating models they replace. - Architect multi-system workflows: Design workflows spanning Notion, Slack, email, support tooling, and internal systems and data, with clear states, routing, permissions, and auditability. - Design for failure, not just the happy path: Identify edge cases, controls, and handoffs so workflows are resilient, reviewable, and easy for a business team to operate without you. - Embed AI with clear human-in-the-loop patterns: Define where AI assists, automates, approves, and audits — and make it obvious what AI did and why. - Build and maintain custom agents and skills: Ship the agents, structured skills, and runbooks that power intake triage, summarization, routing, escalation, and reporting for business teams. - Instrument everything you ship: Define success metrics (cycle time, deflection, quality, adoption), measure them, and iterate based on data and stakeholder feedback. - Set the standards others build on: Establish best practices for AI safety, permissions, transparency, and workflow documentation so the patterns hold as more teams adopt them. - Drive adoption and change management: Partner with business stakeholders so tooling gets used because it's intuitive and reliable, and measurably improves day-to-day work. SKILLS YOU'LL NEED TO BRING: - Process and systems design depth: 2–6 years in operations design, service design, product operations, business systems, or internal tools, with a portfolio showing systems thinking and measurable outcomes. - Complex workflow experience: Demonstrated ability to design for intake, triage, routing, approvals, escalations, and reporting across teams and tools, including states, permissions, and auditability. - Process mapping rigor: Hands-on experience mapping and improving business processes through journey maps, service blueprints, operating models, and SOPs. - AI-native builder mindset: Experience designing or building with AI assistants and agents, workflow automation, or internal tooling — including prompt design, tool selection, and evaluation for quality, reliability, and edge cases. This role requires AI fluency. - Lightweight automation ability: Comfort building with Notion custom agents and automations, structured skills, and integrations across systems (APIs, webhooks, connectors). Hands-on preferred. - Clear communication and stakeholder judgment: Ability to convey design intent using whatever artifact fits the problem, and to present and defend tradeoffs across multiple tools and teams. - Comfort with ambiguity: Experience operating in fast-moving environments and collaborating deeply with engineers and PMs to shape decisions, not just execute them. NICE TO HAVES: - Consulting background