Life Manager to CEO

❤️ 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

On-site — Metro Detroit, MI | Full-time employee | Monday–Friday, business hours, with weekend text availability for time-sensitive items

ABOUT THE ROLE

A fast-growing, founder-led company is hiring a Life Manager / Executive Assistant to work directly alongside its CEO.

This is not a scheduling job. The CEO is scaling quickly and needs one person who owns both sides of his life: the executive calendar, admin and reporting on one side, and the household, family logistics and personal affairs on the other. The right person removes everything that is not the CEO's highest-value work, and holds him to the plan once it is set.

The single goal of this role is to buy back the CEO's time.

You will be trusted with the calendar, the reporting flow, the household staff and the family's private affairs. You are joining a fast-moving, still-forming environment — you will be expected to walk into disorder and build the structure yourself.

KEY RESPONSIBILITIES

Executive support

• 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.

Personal and household management

• 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. Being present for these is part of the job's definition of success.

Systems and tools

• Build and maintain the operating layer: trackers, SOPs, checklists and recurring process documentation.
• Introduce and refine systems that increase visibility for the CEO, using modern productivity and AI tools.
• Expected fluency: Google Workspace, Slack, a project management tool (ClickUp, Notion or equivalent), spreadsheets, and comfort adopting AI assistants in daily work.

WHAT SUCCESS LOOKS LIKE

In the first 90 days you have taken the calendar, the inbox triage and the reporting flow off the CEO's plate, and personal admin is current rather than backlogged.

By 6–12 months you are the CEO's right hand: household staff and vendors run without his involvement, the family calendar is protected, and the systems you built mean nothing depends on him remembering it.

Requirements

• 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.

You will thrive here if

• You are direct, unflappable and comfortable with a straightforward, high-energy, fast-moving principal. Feedback is candid and immediate; nothing is personal.
• You are willing to push back and tell the CEO what he needs to hear. He is explicitly looking for a partner who will hold him accountable — not a subordinate who waits for instructions.
• You are energized by walking into disorder and creating structure.

Nice to have

• Home build/renovation and contractor coordination.
• Personal bookkeeping, insurance and tax coordination.
• Complex domestic and international travel planning, including family travel.
• Experience hiring and managing household staff from scratch.
• Experience building operational systems from zero in a disorganized environment.

Complete discretion and confidentiality are required. The people who succeed in this seat enjoy managing complexity and operate with a high level of ownership in a dynamic, sometimes chaotic environment.

WHY THIS ROLE

• Salary: $70,000 – $90,000 per year (with performance-based increases).
• Paid Time Off: kicks in after 3 months of employment, 7 days and resets yearly on anniversary.
• Health and Dental insurance
• Network: Exposure to high-impact leaders