Life Manager

❤️ About Poppy AI; Georgia; On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health insurance

36 PTO days per year

Mentorship and career path to Chief of

Job summary

Poppy AI seeks an exceptional Life Manager / Executive Assistant to support a high-performing CEO who leads multiple ventures across industries. This role is the right hand across business, personal life and travel for the CEO and his wife.

It's a high-ownership, execution-focused position that spans several organizations. You will streamline calendars, manage complex logistics, and lead projects to keep the CEO’s day efficient in a fast-paced environment.

Qualifications

• 3+ years in a combined Executive/Personal Assistant or Life Manager role.
• Experience in high-growth startups or entrepreneurial environments.
• Expertise with AI tools and project management software.
• Resident of Houston, TX with valid driver's license and own car.
• Discretion and ownership in fast-paced, high-chaos environments.

Responsibilities

• Manage complex calendars, high-level logistics for productivity.
• Triage communications and handle sensitive messages.
• Support sales pipeline and document execution using CRM and e-sign.
• Coordinate cross-functional meetings with strict follow-up.
• Lead projects from ideation to execution.
• Plan luxury international travel across multiple time zones.
• Coordinate household logistics with vendors and service providers.
• Develop and refine systems using AI tools and PM platforms.
• Drive continuous improvement to buy back the CEO's time.

Skills

Ownership mindset

Problem solving

Effective communication

Tools

GSuite

Slack

CRM platforms

ClickUp

Notion

Spreadsheets

Job description

Location: Houston, TX (On-site / Local applicants only)

Schedule: Monday–Friday, 9:00 AM – 5:00 PM | Full-Time | High-Impact

About the Role

We are seeking an exceptional Life Manager / Executive Assistant to support a high-performing CEO who owns multiple businesses across several industries. The ideal candidate will be his right hand across every part of his life — business, personal and travel — and will support both him and his wife.

This is a strong execution and management role: you will work across multiple organizations and a large team, handling a wide range of tasks. It is dynamic and high-impact — you will help drive these businesses forward while improving the CEO's day-to-day life. If you are a high-ownership operator who thrives on solving problems in a fast-paced environment, you will love this role.

Key Responsibilities

Executive & Business Support

• Calendar & workflow: manage complex calendars, appointments and high-level business logistics to maximize productivity
• Communication & triage: inbox triage and sensitive communications handled with precision
• Deal execution: support the sales pipeline and document execution using CRM and e-signature platforms
• Operational filter: track requests from internal teams, make sure key items reach the CEO, coordinate cross-functional meetings with rigorous follow-up
• Project management: lead special projects from ideation to execution and keep the business entities on track

Travel & Logistics

• Plan and book high-end, luxury international itineraries across multiple time zones
• Optimize with loyalty programs, concierge bookings and detailed agendas
• Manage multi-week personal trips, retreats and unique experiences with contingency plans
• Prepare travel planning documents, logistics trackers and international travel requirements

Personal Operations & Household

• Coordinate household logistics: house manager, vendors, cleaners, service providers, maintenance schedules
• Manage personal financial transactions and vendor relationships
• Organize wellness appointments, dining, events, social plans and household/grocery requests
• Work closely with the CEO's partner so personal priorities are handled seamlessly

Systems & Innovation

• Introduce and refine systems using project-management, chat and AI tools to increase visibility
• Build and maintain operational trackers, SOPs and recurring process documentation

Continuous Improvement

The role evolves constantly and new demands come up over time. The core goal is to buy back the CEO's time.

• Experience: 3+ years in a combined Executive Assistant / Personal Assistant / Life Manager role, ideally in a high-growth startup or entrepreneurial environment
• Technical savvy: heavy AI utilization (Claude or similar); expert in GSuite, Slack, CRM platforms, project management tools (ClickUp, Notion) and spreadsheets
• Logistics expert: advanced international travel planning and high-level coordination
• Local assets: must live in the Houston, TX area, hold a valid driver's license and own a car
• Traits: proactive, solution-oriented and thick-skinned; comfortable giving structured feedback and switching tasks rapidly; competitive, hungry and driven to win

Compensation & Benefits

• Salary: $70,000 – $90,000 per year (with performance-based increases)
• Health insurance: premium PPO plan
• Time off: 36 PTO days per year
• Growth: direct mentorship and a clear path toward a Chief of Staff role
• Network: exposure to high-impact leaders and unique travel opportunities

Important Notes

This position requires complete discretion and confidentiality. The people who succeed here enjoy managing complexity and operating with a high level of ownership in a dynamic, sometimes chaotic environment.