What are the responsibilities and job description for the Executive Assistant position at Poppy AI?
About Poppy AI
Poppy AI is the AI-powered workspace for creators, marketers, and operators — helping people turn ideas into high-performing content, campaigns, and workflows. We're doing millions in revenue, growing fast, and building toward a billion-dollar outcome. Our founder has 1M YouTube subscribers and moves at a pace that requires a world-class operator by his side.
About The Role
We're hiring an Executive Assistant to be the right hand of our founder (Qazi) — an ADHD, fast-moving, high-output operator building one of the most exciting AI companies in the world.
This is not a traditional EA role. You will run his calendar, his schedule, his follow-through, his personal ops, his travel, his hiring pipeline, and the chaos that comes with a hyper-growth startup. Your job has two parts: REACT fast when he needs something, and ANTICIPATE what he needs before he has to ask.
If you're elite, this will be one of the most important roles in his life — and one of the most exciting seats in AI.
What You'll Own
Apply here 👉 https://tally.so/r/44PYLb?utm_source=ashby&utm_content=executive-assistant-right-hand-of-ai-founder
Include:
We're looking for the person who makes the founder say: "holy shit. where have you been?"
Poppy AI is the AI-powered workspace for creators, marketers, and operators — helping people turn ideas into high-performing content, campaigns, and workflows. We're doing millions in revenue, growing fast, and building toward a billion-dollar outcome. Our founder has 1M YouTube subscribers and moves at a pace that requires a world-class operator by his side.
About The Role
We're hiring an Executive Assistant to be the right hand of our founder (Qazi) — an ADHD, fast-moving, high-output operator building one of the most exciting AI companies in the world.
This is not a traditional EA role. You will run his calendar, his schedule, his follow-through, his personal ops, his travel, his hiring pipeline, and the chaos that comes with a hyper-growth startup. Your job has two parts: REACT fast when he needs something, and ANTICIPATE what he needs before he has to ask.
If you're elite, this will be one of the most important roles in his life — and one of the most exciting seats in AI.
What You'll Own
- Calendar, scheduling, and reminders
- Travel planning and personal logistics
- Life design (gym consistency, chess, hobbies, fun)
- Research and follow-up across every domain
- Notion systems for personal ops, projects, and recurring workflows
- AI agents and automations that make the founder 10x more efficient
- Hiring pipeline support — screening, coordinating interviews, running trial tasks
- Inbox and message triage
- Team coordination and loop-closing
- Making sure important things never fall through the cracks
- Fast as hell — quick texts, quick research, quick follow-up, quick loop-closing
- AI-native — daily use of ChatGPT, Claude, Poppy, Notion, agents, and automations
- Systems-obsessed — Notion is your playground; you build systems, not just complete tasks
- Comfortable with ADHD / chaotic founder energy — you follow the thread, capture the gold, and organize the chaos
- Fun to be around — goofy, sharp, positive, builder energy; someone the founder genuinely enjoys working with
- A life designer — you don't just book what's asked; you turn ideas like "I want to play more chess" into real plans with tournaments, flights, and logistics
- A talent filter — you can help screen operators, contractors, and hires, spot red flags, and save the founder from wasting time
- Context absorber — you shadow the founder, learn how he thinks, and eventually make decisions on his behalf
- 2 years experience as an EA, Chief of Staff, operator, or similar high-trust role supporting a founder or executive
- Demonstrated ability to manage complex calendars, travel, and personal logistics
- Heavy daily AI usage — you treat AI as an extension of your brain
- Strong Notion skills (or comparable systems tool) and an instinct for designing workflows
- Excellent written and verbal communication
- Comfortable with direct, fast-paced, sometimes chaotic communication
- Experience working with creators, founders, or high-profile public figures
- Background in startups, content, or AI tools
- Experience running hiring pipelines or coordinating contractors and agencies
- Familiarity with Claude Code, agent frameworks, and personal automations
- You're slow or need tons of hand-holding
- You don't use AI every day
- You're not systems-minded
- You hate chaos or want a predictable 9-5
- You're boring to brainstorm with
- You use Windows, don't have an iPhone, or don't have iMessage
- You talk about "burnout," "boundaries," or "balance" — this role feeds off energy and momentum
- Type: Full-time
- Location: Remote (US preferred)
- Timezone: Pacific Time preferred; flexibility required
- Compensation: Competitive, depending on experience
Apply here 👉 https://tally.so/r/44PYLb?utm_source=ashby&utm_content=executive-assistant-right-hand-of-ai-founder
Include:
- Resume or LinkedIn profile
- A short note on how you currently use AI in your day-to-day work
- One example of a system, workflow, or trip you've designed for someone else
We're looking for the person who makes the founder say: "holy shit. where have you been?"