Personal Assistant to CEO

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

Job summary

Poppy AI is seeking a poised, exceptionally organized Personal Assistant to support a busy household and two principals with discretion and initiative. This role sits alongside executives who value detail and reliability, aiming to turn a fast-paced life into calm, streamlined days.

Ideal candidates anticipate needs, manage four core areas—nutrition, home environment, scheduling, and travel—and demonstrate strong communication, organization, and proactive problem-solving in a private household

Qualifications

• 1+ year as a Personal Assistant, Executive Assistant, or similar role.
• Valid driver's license with clean driving record.
• Home base near Miami, within ~30 minutes of Edgewater (33137).
• Strong organization and attention to detail.
• Excellent written and verbal communication.
• Proficient with everyday office tools.
• Discretion with confidential matters.

Responsibilities

• Nutrition & Meal Support: prepare meals to plan, portioned and stored.
• Home & Environment: keep spaces tidy, restock essentials, manage mail and closets.
• Coordination & Appointments: book services and manage calendar, maintain vendor list, be on-site contact.
• Travel & Errands: pack lists, arrange travel logistics, run errands and adapt to schedules.

Skills

Organizational skills

Discretion

Communication

Driver's license

Job description

Personal Assistant

Miami, FL 33137 (Edgewater) · In-Person · Immediate Start $70,000 - $90,000 per year

The Opportunity

We are looking for a poised, exceptionally organized Personal Assistant to help our household and daily life run seamlessly. This is a rare seat alongside two accomplished principals who prize discretion, excellence, and initiative — someone who takes pride in the details others overlook and quietly makes everything work.

If you find deep satisfaction in creating order, anticipating needs before they're spoken, and being the trusted person a busy household can't run without, this role was built for you.

What You'll Own

You'll be the steady hand behind the executives' personal and household operations — turning a full, fast-moving life into something calm and effortless. Your work spans four core areas.

Nutrition & Meal Support (core function)

Nutrition is central to this role and executed with precision, consistency, and discretion.

• Prepare weekly breakfasts, lunches, and dinners to specific plans (e.g., oatmeal, chicken & rice, fresh salads) — properly portioned, labeled, dated, and stored to strict food-safety standards, with weekly prep completed by Monday evening.
• Serve meals, smoothies, and coffee at the right times during the day, flexing as schedules shift.
• Manage daily supplement routines — refill organizers, track inventory, and flag shortages early.
• Own grocery lists and weekly runs (Whole Foods, Amazon, vendor pickups); unpack, organize, and restock on return.
• Anticipate timing conflicts and sourcing gaps, and solve them before they become problems.

Home & Environment

• Keep kitchen, living, and shared spaces reset, clutter-free, and welcoming throughout the day.
• Monitor household essentials (pantry, toiletries, laundry) and restock proactively.
• Manage mail, packages, and returns, keeping a clean log of anything in progress.
• Oversee closets and wardrobe: organize, steam, prep outfits, and coordinate laundry and dry-cleaning.
• Handle light projects (assembly, organizing) and coordinate outside help for larger ones.

Coordination & Appointments

• Book and manage recurring services and appointments (housekeeping, grooming, auto, personal care), staying ahead of the calendar.
• Maintain a trusted vendor list with preferred providers, notes, and cadence.
• Be the on-site point of contact for service providers — oversee work, confirm completion, and process payments and tips as directed.

Travel & Errands

• Own first-pass packing from detailed checklists, factoring in itinerary, weather, and events; stock travel-size toiletries and supplements ahead of time.
• Fully unpack and reset within 24 hours of return, restocking and noting anything depleted.
• Run time-sensitive errands (pharmacy, shopping, post office) so nothing slips around travel days.
• Stay flexible for extended hours around departures and arrivals when it counts.

What We're Looking For

You're the kind of person who reads a room, remembers the details, and takes ownership without being asked.

You'll thrive here if you have:

• 1+ year as a Personal Assistant, Executive Assistant, or in a comparable support role.
• A valid driver's license and clean driving record.
• A home base local to Miami, within ~30 minutes of Edgewater (33137).
• Sharp organization, genuine attention to detail, and a proactive, solutions-first instinct.
• Strong written and verbal communication.
• Comfort with everyday office and productivity tools.
• Unwavering discretion with confidential and personal matters.

Nice to have:

• Experience supporting principals, executives, or private families.
• A background in luxury service, hospitality, or household management.
• Familiarity with task or project-management tools.

$70,000 - $90,000 per year