Executive Assistant

Job Description 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. #J-18808-Ljbffr ❤️ About Poppy AI