CEO Time-Optimizer: Executive Assistant & Life Manager

❤️ About Poppy AI; Detroit (MI); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Paid Time Off

Job summary

Poppy AI is seeking an on-site Life Manager / Executive Assistant in Metro Detroit to partner with the CEO. You will own the calendar, manage the inbox and reporting flow, and coordinate household staff and personal affairs, creating structure in a fast-moving, evolving environment.

You will build and refine systems, use Google Workspace, Slack and a project tool, and ensure family priorities are handled while the CEO travels. This role is full-time with high ownership and discretion.

Qualifications

• 3+ years as an Executive Assistant, Chief of Staff or equivalent to a founder, CEO or senior executive.
• Demonstrated experience carrying personal/household scope alongside executive support, including managing domestic staff.
• Strong administrative and operational backbone — you build systems, not just follow them.
• Based in Metro Detroit and able to work on-site. Reliable personal vehicle required.
• Reachable by text on weekends for time-sensitive items and able to support the CEO while he travels.
• Exceptional discretion with confidential business, financial and family information.
• Consistently professional communication.

Responsibilities

• Own and defend the CEO's calendar; build the schedule and hold him to it.
• Take over the day-to-day administrative work currently on his plate.
• Serve as the single intake point for company reporting — collect, review and present concise summaries rather than passing raw reports through.
• Track priorities and commitments daily so nothing important is displaced by noise.
• Coordinate travel and on-the-road support.
• Coordinate cross-functional follow-ups so approvals and decisions do not stall waiting on the CEO.
• Run the household operationally: hire, onboard and manage the house manager, nanny and other domestic staff and vendors.
• Bring personal administration current and keep it there — insurance, tax coordination, home projects and repairs, service providers.
• Track and administer household spending and personal financial admin.
• Manage the family calendar and commitments, and work closely with the CEO's spouse so family priorities are handled.
• Actively engineer the moments that keep family life intact — school events, sports, gifts, anniversaries.

Skills

Executive support

Household coordination

Discretion

Communication

Time management

Tools

Google Workspace

Slack

ClickUp/Notion

Spreadsheets

Job description

Poppy AI is seeking an on-site Life Manager / Executive Assistant in Metro Detroit to partner with the CEO. You will own the calendar, manage the inbox and reporting flow, and coordinate household staff and personal affairs, creating structure in a fast-moving, evolving environment.

You will build and refine systems, use Google Workspace, Slack and a project tool, and ensure family priorities are handled while the CEO travels. This role is full-time with high ownership and discretion.