Executive Assistant

Trivium•Miami Gardens, FL

23h•$100,000 - $120,000•Onsite

About The Position

The Executive Personal Assistant & Family Manager (Life Manager) will support a Miami-based founder couple across their business and personal lives. The position is initially approximately 70% executive/personal assistance and 30% family and household management. The successful candidate will proactively anticipate needs and ensure responsibilities are completed, including coordinating and managing support staff such as nannies and housekeepers. The role includes arriving at the family's home around 7:45–8:00 AM, driving a full-size Cadillac Escalade ESV, helping with school transportation, and coordinating daily travel and errands. The assistant will manage both founders' calendars and business communications; coordinate meetings, tasks, vendors, employees, and partners; and handle general administrative work and authorized, pre-approved wire transfers. Personal and household duties include managing appointments, purchases, deliveries, vendors, repairs, maintenance, family activities, and special occasions. The assistant will coordinate the children's school schedules, activities, transportation, appointments, childcare, and communications with schools and providers. Travel support includes booking and arranging trips, creating itineraries, organizing luggage and deliveries, traveling with the family when required, and responding to changes while away. This is an in-person, full-time role based in Miami. The candidate must be flexible with schedule changes, occasional extended hours, and after-hours availability for urgent matters.

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 approach and ability to take initiative without repeated reminders.
Exceptional organization and attention to detail, with reliable deadline management.
Excellent written and verbal English communication skills.
Comfort with Microsoft 365, including 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 home around 7:45–8:00 AM, drive one of the founders, and help take the children to school.
Drive the family's Cadillac Escalade ESV between home, office, meetings, and other destinations; coordinate pickups, drop-offs, errands, and transportation as plans change.
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 to 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 using authorized company procedures and perform 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 respond to last-minute requests and unexpected needs.
Coordinate the children's school schedules, activities, and transportation.
Schedule pediatrician, dentist, and specialist appointments; research and enroll the children 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 create complete itineraries, including for the children when needed.
Organize and pack 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, and handle reservations and errands while away.