Workflow + Process Designer (AI Enablement)

Triwill Group; San Francisco (CA); On-site; USD 166,000 - 185,000; Full time

Job summary

Notion is seeking an experienced role to redesign Foundations business processes end-to-end, embedding AI into intake, triage, routing, and reporting. You will design cross-system workflows across Notion, Slack, email, and internal tools with clear states and auditability, enabling scalable operations.

You will work with Notion employees (Notinos) to define success metrics, improve governance, and drive adoption while maintaining auditable, human-centered processes.

Qualifications

• 2–6 years in operations design, service design, product operations, business systems, or internal tools, with measurable outcomes.
• Demonstrated ability to design cross-functional workflows with states, routing, permissions, and auditability.
• Experience mapping and improving business processes through journey maps, service blueprints, operating models, and SOPs.
• Experience designing or building with AI assistants and agents, workflow automation, or internal tooling.

Responsibilities

• Redesign cross-functional processes end to end across Foundations business teams for speed, simplicity, and consistency.
• Architect multi-system workflows spanning Notion, Slack, email, support tooling, and internal systems with clear states and auditability.
• Embed AI with human-in-the-loop patterns and define where AI assists, approves, and audits.
• Build and maintain custom agents and skills powering intake triage, summarization, routing, escalation, and reporting.
• Measure success with metrics (cycle time, deflection, quality, adoption) and iterate based on data and stakeholder feedback.

Skills

Process design

Workflow design

Process mapping

AI-native mindset

Automation

Communication

Ambiguity tolerance

Tools

Notion

Slack

APIs

Job description

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 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 in technology, process and operations consulting, or business/digital transformation - including discovery, current- and future-state process mapping, and stakeholder workshops
• Track record delivering client engagements across multiple functions or industries, and turning that pattern recognition into repeatable playbooks and operating standards
• Experience designing internal tools, developer platforms, or enterprise software
• Familiarity with data concepts (schemas, event tracking, dashboards) and operational analytics
• Notion product expertise

Notion is committed to providing highly competitive cash compensation, equity, and benefits. The compensation offered for this role will be based on multiple factors such as location, the role’s scope and complexity, and the candidate’s experience and expertise, and may vary from the range provided below. For roles based in San Francisco, the estimated base salary range for this role is $166,000 - $185,000 per year.

A NOTE ON AI

You don't need deep AI expertise for every role, but we do expect every Notino to be intellectually curious, drawn to tinkering and discovery, and excited to use AI as a real collaborator in their work. For some roles, AI fluency is a core requirement — when that's the case, we'll say so explicitly in the qualifications. People who thrive here don't treat AI as a novelty. They use it to think better, and make their work easier for others to build on.

EQUAL OPPORTUNITY & ACCOMMODATIONS

We hire talented people from a wide range of backgrounds.

If you're excited about this role but don't meet every bullet, we still encourage you to apply.

Notion is an equal opportunity employer and does not discriminate on the basis of any legally protected characteristic.

Consistent with applicable law, we will consider for employment qualified applicants with arrest and conviction records.

Notion provides reasonable accommodations during the application process; if you need one, please let your recruiter know.

Notion is proud to be an equal opportunity employer.

We do not discriminate in hiring or any employment decision based on race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, physical or mental disability, genetic information, veteran status, gender identity or expression, sexual orientation or other applicable legally protected characteristic.

Notion considers qualified applicants with criminal histories, consistent with applicable federal, state and local law.

Notion is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures.

If you need assistance or an accommodation due to a disability, please let your recruiter know.