Executive Assistant

Poppy AI is the AI-powered workspace for creators, marketers, and operators, helping people turn ideas into high-performing content, campaigns, and workflows. The company is growing rapidly and building toward a billion-dollar outcome.

We are hiring an Executive Assistant to be the right hand of the founder, Qazi, a fast-moving, high-output operator building an AI company. This is not a traditional executive assistant role; you will manage the founder's calendar, schedule, follow-through, personal operations, travel, hiring pipeline, and the chaos of a hyper-growth startup.

The role requires someone who can react quickly when needed and anticipate what the founder needs before being asked. The position is remote, with a preference for candidates in the United States who can work Pacific Time and maintain flexibility.

Compensation is competitive and dependent on experience. Applicants should submit a resume or LinkedIn profile, a note describing how they use AI in their day-to-day work, and an example of a system, workflow, or trip they designed for someone else.

• Fast and responsive, with quick communication, research, follow-up, and loop-closing skills
• AI-native, with daily use of ChatGPT, Claude, Poppy, Notion, agents, and automations
• Systems-obsessed, with strong Notion skills or experience using a comparable systems tool
• Comfortable working with ADHD or chaotic founder energy
• Fun, sharp, positive, and collaborative with strong builder energy
• Able to design life logistics and turn ideas into concrete plans
• Able to screen operators, contractors, and hires, identify red flags, and support talent decisions
• Able to absorb context, learn how the founder thinks, and eventually make decisions on the founder's behalf
• 2+ years of experience as an Executive Assistant, Chief of Staff, operator, or in a similar high-trust role supporting a founder or executive
• Demonstrated ability to manage complex calendars, travel, and personal logistics
• Heavy daily AI usage and the ability to use AI as an extension of your capabilities
• Excellent written and verbal communication skills
• Comfortable with direct, fast-paced, and sometimes chaotic communication
• Nice to have: experience working with creators, founders, or high-profile public figures
• Nice to have: background in startups, content, or AI tools
• Nice to have: experience running hiring pipelines or coordinating contractors and agencies
• Nice to have: familiarity with Claude Code, agent frameworks, and personal automations
• Must be willing to work in a high-energy, flexible environment rather than a predictable 9-to-5 schedule
• Must use a compatible Apple and iMessage-based communication setup, including an iPhone

• Manage the founder's calendar, scheduling, and reminders
• Plan travel and handle personal logistics
• Design and coordinate personal goals, routines, hobbies, and activities
• Conduct research and manage follow-up across every domain
• Build and maintain Notion systems for personal operations, projects, and recurring workflows
• Create and manage AI agents and automations that improve the founder's efficiency
• Support the hiring pipeline by screening candidates, coordinating interviews, and running trial tasks
• Triage the founder's inbox and messages
• Coordinate with the team and close communication loops
• Ensure important tasks and commitments do not fall through the cracks