Executive and Personal Assistant

Trivium • Philadelphia, NY

4d • Hybrid

About The Position

We are seeking a high-performance Executive Assistant / Life Manager to support a fast-paced founder across both business operations and personal life management. This is not a traditional EA role. This is a “right-hand operator” position designed for someone who can think, act, and solve problems independently while keeping up with a high-energy, fast-moving environment. You will act as a gatekeeper, executor, and problem-solver, managing everything from daily logistics and errands to business coordination and communication filtering. The ideal candidate is highly intelligent, proactive, organized, and resourceful, with the ability to figure things out quickly without constant direction.

Requirements

• 3–5+ years as an Executive Assistant, Personal Assistant, or Life Manager
• Experience supporting busy founders, executives, or high-net-worth individuals
• Proven ability to manage both personal and business responsibilities
• Strong experience in fast-paced, high-demand environments
• Demonstrated ability to work independently with minimal guidance
• Google Workspace (Gmail, Calendar, Docs)
• Basic tech proficiency (file management, systems navigation)
• Must be based in or willing to relocate to Buffalo, NY
• Valid driver’s license and ability to run local errands daily
• Comfortable working in a hybrid environment (home, office, travel locally)

Nice To Haves

• Project management tools (Asana, ClickUp, Monday)
• CRM or operational tools (e.g., GoHighLevel)
• Familiarity with automation or AI tools
• Female candidates preferred due to family-related responsibilities

Responsibilities

• Manage day-to-day errands, logistics, and scheduling
• Coordinate school drop-offs/pickups and activities for children
• Handle purchases, bill payments, and household coordination
• Prepare morning routines (light meal prep, coffee, shakes, etc.)
• Act as a life manager, reducing the founder’s time spent on non-essential tasks
• Monitor and manage email inbox and communication flow
• Filter, prioritize, and respond to messages, requests, and tasks
• Coordinate with internal team, leadership, and partners
• Assist with inventory coordination and operational follow-ups
• Ensure tasks are completed quickly and efficiently across teams
• Act as a central communication hub between the founder and team
• Join or manage text/email threads, ensuring nothing is missed
• Push only high-priority, relevant information to the founder
• Follow up aggressively to ensure execution and closure of tasks
• Take ownership of day-to-day problems and requests
• Identify solutions without needing step-by-step instructions
• Handle issues independently when possible
• Escalate only when necessary with clear, structured context

Benefits

• Relocation Supported
• Business operations & decision-making exposure
• High-level problem solving exposure
• Executive-level communication exposure
• Potential growth into Chief of Staff / Operations leadership roles

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed