Executive and Personal Assistant

Trivium • Miami, FL

1d • Onsite

About The Position

We are seeking an exceptional Life Manager / Executive Assistant to support Mina Elias, a high-performing individual, who owns many businesses across multiple industries. The ideal candidate will be his right-hand supporting him in all aspects of his life, including business, personal and travel among other responsibilities, and will support both him and his wife. This is a strong execution and management role, where you will be working with over 90 employees across multiple organizations he owns, handling many different tasks. It is a very dynamic role with incredibly high impact, as you will be helping drive these businesses forward with Mina and improving his life. If you are a high-ownership operator who thrives in solving problems and facing challenges in a fast-paced environment, you will love this role. This position can grow into a Chief of Staff. This role is continuously evolving and different things will be required from time to time and over time. The main goal is to buy back Mina’s time. This position requires complete discretion and confidentiality. Candidates who succeed here are those who enjoy managing complexity and operating with a high level of ownership in a dynamic, sometimes chaotic environment.

Requirements

• 3+ years in a combined Executive Assistant / Personal Assistant / Life Manager role, preferably in a high-growth startup or entrepreneurial environment.
• High AI utilization especially Claude.
• Expert in GSuite, Slack, CRM platforms, Project management ie ClickUp and Notion and spreadsheets.
• Advanced international travel planning and high-level coordination skills.
• Must live in Miami, have a valid driver’s license, and own a car.
• Proactive, solution-oriented, and "thick-skinned."
• Must be comfortable giving structured feedback and handling rapid task-switching.
• Must be a competitor who’s hungry and loves to dominate.

Responsibilities

• Manage complex calendars, appointments, and high-level business logistics to maximize productivity.
• Conduct inbox triage and handle sensitive communications with precision.
• Handle the sales pipeline and deal execution using HubSpot, PandaDoc, and Docusign.
• Track requests from internal teams, ensure Mina reviews key items, and coordinate cross-functional meetings with rigorous follow-ups.
• Lead special projects from ideation to execution, ensuring business entities stay on track.
• Plan and book high-end, luxury international travel itineraries across multiple time zones.
• Use loyalty programs, concierge bookings, and detailed agendas to optimize every trip.
• Manage multi-week personal trips, retreats, and unique travel experiences with prepared contingency plans.
• Prepare detailed travel planning documents, logistics trackers, and international travel requirements.
• Coordinate household logistics including the house manager, vendors, cleaners, and service providers; manage maintenance schedules.
• Manage personal financial transactions and vendor relationships.
• Organize wellness appointments, dining, events, social plans, and grocery/household requests.
• Work closely with Mina’s partner to ensure all personal priorities are addressed seamlessly.
• Introduce and refine systems using ClickUp, Slack, and AI tools to increase visibility.
• Build and maintain operational trackers, SOPs, and recurring process documentation.

Benefits

• Salary: $70,000 – $90,000 per year (with performance-based increases).
• Health Insurance: Anthem Blue Cross Platinum PPO (0 Deductible).
• Time Off: 36 PTO days each year.
• Growth: Direct mentorship and a clear path to grow into a Chief of Staff position.
• Network: Exposure to high-impact leaders and unique travel opportunities.

What This Job Offers

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