Executive Assistant

❤️ About Poppy AI; Miami (FL); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Poppy AI is seeking an Executive Assistant / Life Manager in Miami. The role starts remote and becomes in-person from October, supporting a driven founder with calendar, inbox, travel, and personal-finance tasks.

You’ll own the systems, stay organized under pressure, and coordinate with the business partner to enable smooth daily operations for a busy entrepreneur.

Qualifications

• 1–3+ years as an executive/personal assistant or similar
• Based in or relocating to Miami with ability to work in person
• Excellent written and spoken English

Responsibilities

• Build and own a unified organizational system synced to mobile devices
• Manage calendar end-to-end and book personal/medical appointments
• Coordinate travel, flights, hotels, and itineraries
• Monitor and triage inbox to surface what matters and never miss deadlines
• Track simple weekly personal finance overview
• Coordinate home vendors and relocation tasks starting October
• Plan travel and events for occasional personal occasions
• Provide occasional support for business partner when needed

Skills

Organizational skills

Proactive

Calm under pressure

Discretion

Attention to detail

English fluency

Independent work

Tech-savvy

Tools

Google Workspace

Slack

WhatsApp

Job description

Job Description — ready to post

Executive Assistant / Life Manager

Location: Miami, FL (Brickell) — remote to start, in-person from October

Type: Full-time, 1099 contractor

Compensation: 50,000–70,000/year, based on experience

Hours: Core hours 11:00 AM – 7:00 PM ET, with flexibility outside of them

Reports to: The founder and her business partner

About the role

We're looking for an Executive Assistant / Life Manager to take full ownership of the day-to-day life and schedule of a 30-year-old entrepreneur based in Miami. She built a seven-figure e-commerce business from scratch and is the public face of a fast-growing brand with a large, engaged audience of women.

Right now there is no system — no calendar structure, no inbox management, no organisation. You would be starting from a blank page and building it. This is not a role where you inherit someone else's process; it's one where you create it, then run it so well that she never has to think about logistics again.

You'll work closely with both her and her business partner in a shared group chat, with real trust and real access. The right person becomes indispensable within a few months.

What you'll own

• Organisational system: build a simple, reliable system — synced to her phone — where her schedule, bookings, travel and reminders all live in one place.
• Calendar & appointments: manage her calendar end to end, book personal and medical appointments, and keep her ahead of what's coming.
• Travel (a big part of this role): she flies roughly four times a month. You'll book flights and hotels, work with airlines on availability, manage points and award bookings, and build complete itineraries.
• Inbox management: monitor and triage her email, surface what genuinely matters, clear the noise, and make sure nothing — bills, appointments, deadlines — is ever missed again.
• Personal finance tracking: a simple weekly summary of revenue in and personal spend out. Not accounting — just clear visibility.
• Home & vendors: coordinate cleaners, maintenance and service providers; be the point of contact so she isn't.
• Relocation project (October): she's moving to Miami and starting from zero — apartment search, viewings, furniture, utilities, setting up the home.
• Travel & event planning: occasional trips and personal celebrations — you'll research options, present a clear shortlist, then execute the whole thing.
• Occasional support for her business partner when he's stretched.

Who you are

• 1–3+ years as an executive assistant, personal assistant, house manager or in a comparable service-driven role. Exceptional candidates with less experience and clear evidence of ownership will be considered.
• Based in Miami (or relocating before October) and able to work in person, run errands and attend to things on site.
• Deeply organised — you track everything, you follow up without being asked, and nothing falls through the cracks.
• Proactive. You anticipate what's needed and handle it before you're asked.
• Calm under pressure and unbothered by urgency — things move fast, plans change, and you keep your composure.
• Detail-obsessed — the right terminal, the right time zone, the correct spelling on the ticket.
• Discreet and trustworthy. You'll have access to personal, financial and private information.
• Emotionally intelligent — you read people well, you communicate warmly and directly, and you're easy to be around.
• Resourceful and independent — given a goal, you figure out the how.
• Comfortable with technology and with AI tools; the household runs on Google Workspace, Slack and WhatsApp, and is adopting AI assistants.
• Excellent written and spoken English.
• Valid driver's licence and ability to travel occasionally (roughly twice a year).

Nice to have

• Experience with luxury travel, airline loyalty programmes and points/award bookings.
• Experience supporting a founder, public figure or content creator.
• Experience setting up a home or managing a relocation.

What's on offer

• Direct, close working relationship with two founders who will give you real autonomy and real trust.
• A role you get to design — you're building the system, not maintaining someone else's.
• Genuine variety: no two days look alike.
• Exposure to a fast-growing e-commerce business and the people running it.