Executive Assistant

Trivium • Miami Beach, FL

12d • $50,000 - $70,000 • Hybrid

About The Position

The Executive Assistant / Life Manager will take full ownership of the day-to-day life and schedule of a Miami-based entrepreneur. The role starts remotely and transitions to in-person work in Miami in October. The assistant will build an organisational system from scratch and manage it so the entrepreneur does not have to handle logistics. They will work closely with the entrepreneur and her business partner, with significant trust and access, and may occasionally support the business partner.

Responsibilities span personal and business-related logistics, including calendar and appointment management, travel bookings and itineraries, inbox triage, personal finance tracking, home and vendor coordination, and planning trips and celebrations. The role also includes supporting an October relocation to Miami, from apartment searches and viewings to furnishing the home and arranging utilities. The position is full-time as a 1099 contractor, with core hours of 11:00 AM–7:00 PM ET and flexibility outside those hours.

Requirements

• 1–3+ years of experience as an executive assistant, personal assistant, house manager, or in a comparable service-driven role; exceptional candidates with less experience and clear evidence of ownership may be considered.
• Based in Miami or relocating before October, and able to work in person and attend to on-site needs.
• Highly organised, with strong tracking and follow-up habits and the ability to prevent tasks from falling through the cracks.
• Proactive and able to anticipate needs and address them without being asked.
• Calm under pressure and composed when priorities change or urgent matters arise.
• Exceptional attention to detail.
• Discreet and trustworthy when handling personal, financial, and private information.
• Emotionally intelligent, with warm, direct communication and strong interpersonal skills.
• Resourceful and independent, able to determine how to achieve a given goal.
• Comfortable with technology and AI tools; the household uses Google Workspace, Slack, and WhatsApp and is adopting AI assistants.
• Excellent written and spoken English.
• Valid driver’s licence and ability to travel occasionally, roughly twice a year.

Nice To Haves

• Experience with luxury travel, airline loyalty programmes, and points or award bookings.
• Experience supporting a founder, public figure, or content creator.
• Experience setting up a home or managing a relocation.

Responsibilities

• Build and maintain a simple, reliable organisational system synced to the entrepreneur’s phone for schedules, bookings, travel, and reminders.
• Manage the calendar and book personal and medical appointments; keep the entrepreneur informed about upcoming commitments.
• Book flights and hotels, coordinate with airlines regarding availability, manage points and award bookings, and prepare complete travel itineraries.
• Monitor and triage email, identify important items, reduce inbox clutter, and track bills, appointments, and deadlines so they are not missed.
• Prepare a simple weekly summary of revenue received and personal spending; this is visibility tracking, not accounting.
• Coordinate cleaners, maintenance, and service providers, acting as the point of contact for the home.
• Manage the October relocation project, including apartment searches, viewings, furniture, utilities, and home setup.
• Research and plan occasional trips and personal celebrations, present a shortlist of options, and execute the selected plan.
• Occasionally support the business partner when needed.
• Run errands and attend to on-site needs in Miami.

Benefits

• Direct, close working relationship with two founders who offer autonomy and trust.
• Opportunity to design and build the role’s organisational systems.
• Genuine variety, with no two days alike.
• Exposure to a fast-growing e-commerce business and its leadership.

What This Job Offers

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