Executive Assistant

Trivium • Miami Gardens, FL

12d • $50,000 - $70,000

About The Position

The Executive Assistant / Life Manager will take full ownership of the day-to-day life and schedule of a Miami-based entrepreneur. The role begins remotely and transitions to in-person work in Miami from October. The assistant will build an organizational system from scratch and manage it so the entrepreneur does not have to focus on logistics. The role involves close coordination with the entrepreneur and her business partner, with substantial trust and access to personal and business information.

Responsibilities include creating a phone-synced system for schedules, bookings, travel, and reminders; managing calendars and appointments; booking and coordinating frequent travel; monitoring and triaging email; preparing a simple weekly summary of personal revenue and spending; coordinating home services and vendors; supporting a relocation project in October; planning occasional trips and personal celebrations; and occasionally assisting the business partner. The position is full-time and listed as a 1099 contractor role, with compensation of $50,000–$70,000 per year based on experience. Core hours are 11:00 AM–7:00 PM ET, with flexibility outside those hours.

Requirements

• 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, and able to work in person, run errands, and attend to on-site needs.
• Highly organized, with a strong habit of tracking and following up independently so nothing falls through the cracks.
• Proactive and able to anticipate needs and handle them without being asked.
• Calm under pressure and comfortable with urgency and changing plans.
• Strong attention to detail, including travel terminals, time zones, and ticket details.
• Discreet and trustworthy when handling personal, financial, and private information.
• Emotionally intelligent, warm and direct in communication, and easy to work with.
• Resourceful and independent, with the ability to determine how to achieve a goal.
• Comfortable with technology and AI tools; the household uses Google Workspace, Slack, and WhatsApp and is adopting AI assistants.
• Excellent written and spoken English.
• Valid driver’s licence and ability to travel occasionally, approximately 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 a simple, reliable organizational system synced to the entrepreneur’s phone for schedules, bookings, travel, and reminders.
• Manage the calendar end to end, book personal and medical appointments, and keep the entrepreneur informed of upcoming commitments.
• Book flights and hotels, coordinate airline availability, manage points and award bookings, and create complete travel itineraries.
• Monitor and triage email, surface important messages, and ensure bills, appointments, and deadlines are not missed.
• Prepare a simple weekly summary of revenue in and personal spending out; this is not an accounting role.
• Coordinate cleaners, maintenance, and service providers, acting as the point of contact for the home.
• Manage the October relocation project, including apartment search, viewings, furniture, utilities, and setting up the home.
• Research and plan occasional trips and personal celebrations, present a clear shortlist of options, and execute the selected plans.
• Provide occasional support to the business partner when he is stretched.
• Work in person in Miami, run errands, and attend to on-site needs.

Benefits

• Direct, close working relationship with two founders who offer autonomy and trust.
• Opportunity to design and build the role’s organizational system.
• Variety, with no two days alike.
• Exposure to a fast-growing e-commerce business and the people running it.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed