Executive Assistant

Trivium•Miami, FL

21h•$100,000 - $120,000•Onsite

About The Position

The Executive Personal Assistant & Family Manager (Life Manager) will support both founders of a Miami-based consumer brand across their business and personal lives. The role is approximately 70% executive/personal assistance and 30% family/household management. The assistant is expected to anticipate needs, manage responsibilities proactively, and ensure tasks are completed, including recruiting and managing support staff such as nannies and housekeepers. The position is in person in Miami, Florida, and full-time. Responsibilities include managing the founders’ calendars, business email, authorized business communications, administrative tasks, and follow-ups; coordinating daily transportation and driving the family’s full-size Cadillac Escalade ESV; handling household and personal appointments, errands, vendors, repairs, and services; coordinating the children’s schedules, school communications, activities, appointments, and childcare; and arranging travel, itineraries, luggage, and reservations. The assistant may travel with the family and must adapt to changing schedules and urgent requests. The role requires arrival at the home between 7:45 and 8:00 AM, flexibility for schedule changes and occasional extended hours, and after-hours availability for urgent matters. Compensation is a $100,000 base salary (W-2, pre-tax), depending on experience, plus an annual performance bonus and health benefits.

Requirements

At least 5 years of experience supporting executives, entrepreneurs, or high-net-worth families as an Executive/Personal Assistant, Family Assistant, or Household Manager.
Proactive approach to anticipating needs and completing tasks without repeated reminders.
Exceptional organization and attention to detail, with reliable deadline management.
Excellent written and verbal English communication skills.
Comfort using Microsoft 365 (Outlook, Teams, SharePoint, Excel, and PowerPoint), Slack, WhatsApp, and ChatGPT or 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.
Able to pass background and professional reference checks.
Willing and able to travel when needed.
Flexible with schedule changes and occasional extended hours, and reachable after hours for urgent matters.

Nice To Haves

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

Responsibilities

Arrive at the family’s home between 7:45 and 8:00 AM, drive one founder, and help take the children to school.
Drive the 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, and reply on the founders’ behalf in business group chats 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 using 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, and coordinate and manage domestic staff.
Coordinate household vendors, repairs, maintenance, and services.
Plan family activities, reservations, and special occasions, and handle last-minute requests and unexpected needs.
Coordinate the children’s school schedules, activities, and transportation; schedule medical and dental appointments; and research and enroll them in sports and extracurricular programs.
Communicate with schools, teachers, coaches, and providers; manage nanny schedules and childcare coverage; and keep both parents informed about upcoming matters.
Book travel, including flights, hotels, transportation, and reservations; build itineraries; organize luggage; and coordinate deliveries and personal items before departure.
Travel with the family on business or personal trips when required, manage delays and last-minute changes, and handle reservations and errands while they are away.