AI-Powered Project Management Systems Architecture

PYT is seeking a skilled Taproot volunteer to design and implement an AI-powered project management and meeting intelligence agent that will streamline internal workflows, centralize information, and dramatically improve follow-up execution.

Currently, our project management and meeting workflows rely on a combination of manual note-taking, email follow-ups, and scattered documentation across tools. This creates friction, slows execution, and increases the risk of missed action items and lost institutional knowledge.

This project will create an intelligent AI agent workflow solution that automatically captures meeting insights, consolidates notes, tracks action items, prepares follow-up agendas, and surfaces relevant project context—transforming how our team plans, executes, and follows up on work.

Scope of Work
*Assess current project management and meeting workflows to identify automation opportunities
*Design an AI-powered project management agent to summarize meetings, track tasks, and manage follow-ups
*Build and test 1–2 AI-driven workflows using tools like OpenAI, Zapier/Make, and Google Workspace
* Implement solutions that improve visibility, accountability, and efficiency
* Deliver documentation and training to ensure long-term internal use and scalability

Key Deliverables
* A complete AI-powered project management workflow design
* 1–2 fully functional AI agent automations
* Process documentation and SOPs
* Staff training framework
* Roadmap for future system expansion

Ideal skills
* AI agent design and automation workflows
* Prompt engineering and LLM workflows
* Project management and meeting systems
* Process mapping and optimization
* Zapier / Make, Google Workspace, Notion / Motion / Fireflies / Zoom integrations
* API integration (a plus)

By automating project management, meeting follow-ups, and internal workflows, this project will significantly increase PYT’s operational efficiency and capacity. Reducing manual work allows our team to focus more time on supporting students, building partnerships, and expanding access to education.

These efficiencies directly support our mission to remove financial barriers for underserved students by enabling faster execution, stronger accountability, and scalable impact—without increasing staffing or overhead.

PYT is fully committed to making this project successful and impactful. We have strong leadership buy-in, and clearly defined use cases ready for assessment and automation. Our team will provide direct access to tools, materials, and operational processes, along with fast feedback and decision-making.

We will assign a dedicated internal project owner to ensure smooth communication, rapid iteration, and timely implementation. The solutions developed through this project will be fully integrated into our daily operations, supported by team training and long-term ownership to ensure sustainability and continued improvement.