Executive AssistantTrivium • CA, US
Executive Assistant
Trivium • CA, US
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job_description.job_card.job_descriptionDaily calendar management across shifting global time zones Inbox triage & communication management High-speed decision-making support Schedule optimization (no dead space, no friction) Buffer management for energy, gym, meals, travel Book flights, hotels, Airbnbs, transportation Handle last-minute changes without stress Plan 1–4 week team travel periods (sometimes multiple Airbnbs) Assist with personal errands, bookings, vendors Coordinate with private chefs, cleaners, services Keep the founder’s life functioning smoothly Ensure consistency in diet, gym, wellness routines GOD-TIER research : deliver fast, accurate, exhaustive results Use AI tools constantly (ChatGPT, Poppy AI, Claude, etc.) Build systems, documentation, SOPs Analyze data and present structured recommendations Source candidates for key hiring needs Conduct outreach & initial screening Coordinate trial tasks Schedule interviews with founders Prepare briefing notes, summaries, & meeting prep Coordinate with internal teams across product, dev, marketing, support Oversee tasks and ensure nothing slips Maintain momentum and accountability 6+ years as EA, Personal Assistant, Chief of Staff, or Life Manager Experience supporting fast-moving founders, entrepreneurs, or executives Background in digital marketing, tech, or creator economy = huge plus Travel coordination experience Strong research & systems-building background Proactive High energy Calm under massive pressure Emotionally intelligent Discreet, loyal, and trustworthy Highly communicative (silence = death) Adaptable & flexible with constant change Autonomy + ownership oriented Creative and systems-driven FAST thinker, FAST executor Strong Google Suite skills AI power user Internet research expert Familiarity with digital marketing Comfortable managing multiple global time zones Experience in travel planning, vendor management, and life logistics No iPhone No iMessage Slow response time Mentions “work-life balance,” “boundaries,” “burnout” Low energy Can’t commit to 70–80+ hours / week (Mon–Sat) Uses Windows (unless you’re so good we buy you a MacBook) Not comfortable with a fast, chaotic, high-intensity startup life Does not use AI daily $90,000 – $120,000 / year (realistic range for experience + hours) 1099 Contract Potential equity as the company scales Travel covered (if applicable) Team trips (optional for females, expected for males who choose the travel model) 70–80+ hours / week Monday–Saturday Availability across shifting time zones Expected response time : instantaneous or near-instantaneous Flexibility : must adapt to global travel rhythms
EXECUTIVE ASSISTANT / LIFE ARCHITECT TO FOUNDER (Hybrid LA + Remote)
Full-Time
- 70–80+ hours / week
- $90K–$120K / year (USD)
- 1099 Contract
❤️ About Poppy AI
Poppy is building the future of creator monetization.
We went from $0 → $500K / month in less than a year, with a trajectory toward a $100M–$1B valuation.
Our founders (Qazi & Naz) move FAST.
Their schedules change constantly.
Their life and business blend into one universe.
To keep pace with this growth, we need an Executive Assistant who is not just an assistant — but the architect of the founder’s entire life.
This role is NOT for everyone.
This is for someone who thrives in intensity, momentum, chaos, and creativity.
Key Responsibilities
Executive Support
Travel & Logistics
Life Management (CRITICAL)
Research & AI Work
Recruiting Support
Operations & Projects
Requirements
Ideal Candidate Profile
Experience
Personality
Technical Skills
❌ Instant Disqualifiers
Benefits
Compensation
🕒 Schedule
❤️ Final Note From Us
This role is meant for someone who wants to be deeply embedded in the life and success of a founder building something massive.
We are not selling a 9–5 job.
We are offering a once-in-a-lifetime partnership with two founders who move at the speed of light.
If you're the person who thrives in chaos, solves problems before they exist, and loves momentum…
Apply now.
We can’t wait to meet you. 🚀🔥
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Executive Assistant • CA, US
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