Executive Assistant

Trivium • Miami, 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 an entrepreneur based in Miami. The role starts remotely and transitions to in-person work in October. The assistant will build an organizational system from the ground up and manage it so the entrepreneur does not have to handle logistics. The role involves close collaboration with the entrepreneur and her business partner through a shared group chat, with significant trust and access.

Responsibilities include creating a phone-synced system for schedules, bookings, travel, and reminders; managing the calendar and appointments; arranging frequent flights, hotels, itineraries, and points bookings; monitoring and triaging email; preparing a simple weekly summary of revenue and personal spending; coordinating home services and vendors; managing an October relocation to Miami; planning occasional trips and personal celebrations; and occasionally assisting the business partner. The household uses Google Workspace, Slack, and WhatsApp and is adopting AI assistants.

Requirements

• At least 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, with ability to work in person and handle errands and on-site matters.
• Highly organized, consistent about tracking and follow-up, and able to ensure tasks are not missed.
• Proactive and able to anticipate needs and act without being asked.
• Calm under pressure and comfortable with urgency and changing plans.
• Highly detail-oriented, including with travel terminals, time zones, and ticket details.
• Discreet and trustworthy when handling personal, financial, and private information.
• Emotionally intelligent, with warm and direct communication and strong interpersonal skills.
• Resourceful and independent, able to determine how to achieve a given goal.
• Comfortable with technology and AI tools; able to work with Google Workspace, Slack, and WhatsApp.
• Excellent written and spoken English.
• Valid driver's license and ability to travel occasionally, roughly twice a year.

Nice To Haves

• Experience with luxury travel, airline loyalty programs, 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 organizational system synced to the entrepreneur’s phone for schedules, bookings, travel, and reminders.
• Manage the calendar end to end and book personal and medical appointments.
• Book flights and hotels, coordinate with airlines regarding availability, manage loyalty points and award bookings, and prepare complete travel itineraries.
• Monitor and triage email, surface important items, reduce inbox clutter, and track bills, appointments, and deadlines.
• Prepare a simple weekly summary of revenue and personal spending; this is not an accounting responsibility.
• Coordinate cleaners, maintenance, and service providers, serving as the point of contact for home-related matters.
• Manage the October relocation project, including apartment search, viewings, furniture, utilities, and home setup.
• Research and plan occasional trips and personal celebrations, present a shortlist of options, and execute the selected plans.
• Provide occasional support to the business partner when needed.
• Run errands and attend to matters on site.

Benefits

• Direct, close working relationship with two founders who offer autonomy and trust.
• Opportunity to design and build the role’s systems from the ground up.
• Varied work 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