Executive Assistant

Trivium•Miami, FL

9d•Onsite

About The Position

The Executive Personal Assistant & Family Manager (Life Manager) will support a Miami-based founder couple with both business and family responsibilities. The role is approximately 70% executive/personal assistance and 30% family/household management, with the goal of anticipating needs and ensuring responsibilities are handled proactively. The assistant may coordinate and manage support staff rather than completing every task personally. The position is in person in Miami, Florida, and full-time. It includes driving one of the founders and assisting with the children’s school transportation, managing the founders’ schedules and communications, coordinating household operations and childcare, arranging travel, and adapting to changing plans. The role requires occasional travel and extended hours, with after-hours availability for urgent matters. Compensation is a $100,000 base salary, 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, anticipatory mindset and ability to work 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, ChatGPT, and 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 background 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 one founder, and help take the children to school.
Drive the founders’ full-size Cadillac Escalade ESV between home, office, meetings, and other destinations; coordinate transportation 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; respond in business group chats on the founders’ behalf when authorized.
Communicate with internal teams 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.
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; research and enroll them in sports and extracurricular programs.
Communicate with schools, teachers, coaches, and providers; manage nanny schedules and childcare coverage; keep both parents informed about upcoming matters.
Book flights, hotels, transportation, and reservations, and build complete travel itineraries, including for the 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 and last-minute changes, reservations, and errands while they are away.