About the Role
The Notion Administrator is responsible for the design, governance, maintenance, and adoption of Notion across the company. This role manages databases, permissions, templates, automations, documentation standards, user training, and cross-department workflows. Direct experience administering Notion workspaces is a major advantage.
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Reporting Line
- Reports to the cloud administrator
- Works closely with People Ops, Finance, RevOps, Marketing, Delivery Ops, Executive Operations, and IT/security.
Mission
To make Notion a reliable operating system for the group by ensuring clean databases, clear ownership, useful automations, consistent documentation, trained users, and trusted information architecture.
Core Responsibilities
- Manage and improve Notion databases across the company: hiring plans, JDs, operating plans, department trackers, project trackers, knowledge bases, and executive dashboards.
- Design database schemas, properties, relations, rollups, views, templates, formulas, and status workflows.
- Build and maintain Notion automations, reminders, notifications, recurring workflows, and cross-database workflows.
- Create user-friendly templates for JDs, role scorecards, meeting notes, project plans, department updates, SOPs, and operating reviews.
- Own Notion permissions, workspace hygiene, naming conventions, archival rules, page structure, and governance standards.
- Train users across departments to ensure proper adoption of Notion, avoiding a messy document dump.
- Collaborate with AI Ops and RevOps on integrations between Notion, CRM, automation tools, AI agents, and reporting workflows.
- Audit workspace quality and address issues such as broken database structures, duplicate pages, stale content, missing owners, and inconsistent workflows.
- Document the function of each major database and its ownership.
Required Profile
- Strong Notion power-user or administrator experience.
- Excellent understanding of databases, relations, rollups, views, templates, formulas, and workspace architecture.
- Ability to translate messy business needs into clean systems and workflows.
- Strong training and enablement skills for non-technical users.
- Highly organized with a strong judgment regarding permissions, information hygiene, and usability.
Preferred Profile
- Direct experience working at Notion, as a Notion consultant, or as a dedicated Notion workspace administrator is a huge plus.
- Familiarity with Notion automations, Notion API, Zapier/Make, Slack, Google Workspace, CRM tools, or AI workflow tools.
- Experience in managing company operating systems, knowledge bases, project databases, or internal enablement systems.
Success Metrics
- Clean, trusted, and actively used Notion databases across departments.
- Reduction in duplicate trackers, stale pages, and confusing database structures.
- User adoption and successful training completion across key teams.
- Automations and templates that diminish admin work and enhance execution speed.
- Clear ownership and governance of every major database.
First 90 Days
- Audit the current Notion workspace, databases, permissions, templates, and usage patterns.
- Create a prioritized cleanup and governance plan.
- Stabilize the highest-impact databases: hiring/JDs, operating plans, executive tracking, department dashboards, and knowledge base.
- Launch basic user training and establish Notion usage standards.
- Build the first set of automations and templates that reduce manual admin work.
