Executive Assistant & Life Manager — Create Schedule

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

Job summary

Poppy AI is seeking an Executive Assistant / Life Manager to own the day-to-day life and schedule of the founder based in Miami. You will design and implement a calendar, inbox system and personal workflow from scratch.

Initially remote, the position becomes in-person from October, with travel, relocation tasks and high-trust support for a fast-growing e-commerce founder and her business partner. This role requires discretion and proactive problem solving.

Qualifications

• 1–3+ years as an executive assistant, personal assistant or house manager.
• Based in Miami (or relocating before October) and able to work in person.
• 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).

Responsibilities

• 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: 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.
• 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.

Skills

Executive Assistant

Personal assistant

House manager

Calendar management

Travel planning

English communication

Job description

Poppy AI is seeking an Executive Assistant / Life Manager to own the day-to-day life and schedule of the founder based in Miami. You will design and implement a calendar, inbox system and personal workflow from scratch.

Initially remote, the position becomes in-person from October, with travel, relocation tasks and high-trust support for a fast-growing e-commerce founder and her business partner. This role requires discretion and proactive problem solving.