AI Implementation & Operations Manager

This role combines AI implementation, operations, executive assistance, and marketing. You should be comfortable understanding a business need, recommending a solution, building it, testing it, and maintaining it.

The Main Objective

Help me spend less time managing scattered information and repetitive tasks by creating systems that:

• Bring my real estate emails into one organized workspace.
• Help review, prioritize, summarize, and act on incoming information.
• Maintain my schedules, appointments, deadlines, and follow-up tasks.
• Support consistent marketing for real estate and coaching.
• Allow specialized AI assistants to work together through connectors and automation.
• Give me clear visibility into what needs my attention.

I need someone who can think ahead, ask useful questions, and turn ideas into working processes., * Email assistant: organizes messages, summarizes conversations, identifies action items, and prepares replies.

• Scheduling assistant: identifies scheduling requests, checks availability, and helps coordinate appointments.
• Real estate operations assistant: tracks inquiries, property tasks, important dates, and outstanding follow-ups.
• Marketing assistant: drafts and repurposes content, supports campaigns, and maintains the marketing calendar.
• Coaching assistant: helps organize inquiries, onboarding, appointments, and client communications.

For each assistant, establish its instructions, information sources, tools, permissions, handoffs, and review requirements.

Determine when a task needs AI reasoning, when a straightforward automation is sufficient, and when human judgment is required.

Connect My Tools and Information

• Use connectors, Zapier, and other appropriate integrations to connect email, calendars, files, CRM systems, forms, and task management tools.
• Recommend a practical setup based on my existing tools and business needs.
• Build workflows that allow information to move between systems without repeated manual entry.
• Test for duplicate records, missing information, failed actions, and incorrect routing.
• Document the setup, costs, dependencies, and maintenance requirements.
• Monitor workflows and resolve problems after implementation.

Consolidate and Manage Real Estate Email

• Review my existing email accounts and recommend a unified workspace.
• Preserve the original account identity, so replies come from the appropriate address.
• Organize messages by business, property, contact, priority, and action needed.
• Use AI to prepare summaries, identify deadlines, draft responses, and create follow-up tasks.
• Provide a concise daily briefing showing urgent issues, decisions needed, and outstanding commitments.
• Establish clear rules for what can be handled independently and what requires my review.

Maintain Schedules and Follow-Through

• Maintain my business calendars and coordinate appointments.
• Track showings, meetings, coaching sessions, project deadlines, and follow-up dates.
• Identify scheduling conflicts and allow appropriate preparation and travel time.
• Turn commitments from emails and meetings into tracked tasks.
• Follow up on outstanding items and keep me informed before deadlines are missed.

Execute Marketing

• Create polished Canva graphics, property promotions, coaching content, and reusable templates.
• Create and schedule social media posts and short videos.
• Build email campaigns, newsletters, and lead nurture sequences.
• Maintain a rolling 30-day marketing calendar for both businesses.
• Use AI to support content creation while checking accuracy and preserving my voice.
• Track inquiries, appointments, and campaign results.

Collaborate and Improve Operations

• Translate my ideas into priorities, workflows, and completed projects.
• Recommend improvements with a clear explanation of the benefit, cost, and effort.
• Communicate proactively and flag problems early.
• Provide weekly updates on completed work, system performance, results, and next priorities.
• Keep systems understandable so the business is not dependent on undocumented knowledge.

• Demonstrated experience implementing AI assistants or agents that use connected business tools.
• Hands-on experience with connectors and Zapier integrations.
• Ability to build, troubleshoot, and maintain workflows involving email, calendars, CRM systems, and task management.
• Strong understanding of permissions, confidential information, and human approval points.
• Experience managing inboxes, calendars, and competing priorities.
• Strong Canva, social media, and email marketing skills.
• Excellent written English and careful proofreading.
• Ability to organize scattered information into clear, usable systems.
• Strong judgment, initiative, and reliable follow-through.
• Availability for agreed working hours with overlap in U.S. Central Time.

Preferred experience:

• Real estate, property management, or transaction support.
• Coaching, consulting, or personal brands.
• API integrations and troubleshooting beyond standard connector settings.
• Executive operations or project management.

The Person I’m Looking For

You can see the larger business picture while staying attentive to details.

I’m seeking a high-level thinker who can help build and manage an AI-supported business across real estate, property operations, and leadership coaching.

I have more than 26 years of real estate experience, operate Forrest Properties / Forrest Homes Inc., and am a certified leadership coach.