Executive Assistant

Trivium•Miami Beach, FL

20h•$100,000 - $120,000•Onsite

About The Position

The Executive Personal Assistant & Family Manager will serve as the right hand to a Miami-based founder couple, supporting their business and personal lives. The role is approximately 70% executive/personal assistance and 30% family and household management. The successful candidate will anticipate needs, take ownership of tasks, and ensure responsibilities are completed, including recruiting and managing household support staff. The position is in person in Miami and involves driving the founders and children, managing schedules and communications, coordinating business and household matters, arranging family and children's activities and appointments, and organizing travel. The role requires flexibility for schedule changes, occasional extended hours, urgent after-hours availability, and travel when needed.

Requirements

At least 5 years supporting executives, entrepreneurs, or high-net-worth families as an Executive/Personal Assistant, Family Assistant, or Household Manager.
Proactive, anticipatory approach and ability to take ownership without repeated reminders.
Exceptional organization and attention to detail; ability to meet deadlines.
Excellent written and verbal English communication skills.
Comfort with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint), Slack, WhatsApp, and ChatGPT/Claude.
Professionalism, discretion, and trustworthiness when handling family, children, and confidential business information.
Comfort working around children and in a private residence.
Based in Miami with a short, reliable commute.
Valid U.S. driver's license, excellent driving record, and experience driving large SUVs.
Legally authorized to work in the United States.
Ability to pass a background check and professional reference checks.
Willingness and ability to travel when needed.
Flexibility with schedule changes and occasional extended hours, and availability after hours for urgent matters.

Nice To Haves

Oracle NetSuite experience.
Spanish language skills.
Experience hiring and managing household staff.

Responsibilities

Arrive at the home by 7:45–8:00 AM, drive a founder, and help take the children to school.
Drive the founders' Cadillac Escalade ESV between home, office, meetings, and other destinations; coordinate transportation, pickups, drop-offs, and errands; and keep the vehicle clean, fueled, and ready.
Manage both founders' calendars, including scheduling, confirmations, conflicts, cancellations, and rescheduling.
Monitor, organize, and respond to business email; reply in business group chats on the founders' behalf when authorized.
Communicate with internal team members and external partners, and follow up with vendors, employees, and agencies.
Prepare meeting agendas, reminders, and daily schedules; track tasks, approvals, deadlines, and follow-ups.
Send pre-approved wire transfers through authorized company procedures and handle general administrative work.
Manage personal appointments, errands, deliveries, purchases, and returns.
Recruit, interview, and hire nannies, housekeepers, and cleaning services; coordinate and manage domestic staff and nanny schedules and childcare coverage.
Coordinate household vendors, repairs, maintenance, and services.
Plan family activities, reservations, and special occasions, and handle last-minute requests and unexpected needs.
Coordinate children's school schedules, activities, and transportation; schedule medical and dental appointments; and research and enroll children in sports and extracurricular programs.
Communicate with schools, teachers, coaches, and providers, and keep both parents informed about upcoming matters.
Book flights, hotels, transportation, and reservations; create complete itineraries, including for children when needed.
Pack and organize luggage according to preferences and packing lists, and coordinate deliveries and personal items before departure.
Travel with the family on business or personal trips when required; manage delays, last-minute changes, reservations, and errands while they are away.