Personal Assistant to CEO

Trivium•Miami, FL

2d•Onsite

About The Position

We are seeking an exceptional Life Manager / Executive & Personal Operations Partner to support Ardalan Safi's, a fast-moving entrepreneur operating multiple businesses and projects. This role is far beyond a traditional Executive Assistant position. You will serve as the central nervous system of Ardi's professional and personal life, ensuring everything runs smoothly despite constant change, high expectations, and a fast-paced environment. You will manage logistics, travel, personal operations, scheduling, research, coordination, and task execution across multiple domains while maintaining complete discretion and trust within Ardi's household. This is a role for someone who thrives in high-pressure, high-ownership environments, enjoys solving complex logistical challenges, and can stay organized while managing many moving parts simultaneously.

Requirements

Extremely organized and detail-oriented
Comfortable working in high-pressure environments
Able to handle rapid task switching
Highly trustworthy and discreet
Emotionally resilient with thick skin
Comfortable giving structured feedback and setting boundaries
Proactive and solution-oriented
Exceptional task and time management
Strong calendar and priority management
Advanced travel planning and logistics coordination
Strong research and problem-solving ability
Excellent communication and follow-through
Ability to handle multiple tasks without losing track of details
Strong Google Sheets / spreadsheet skills
3+ years supporting a founder, CEO, or high-net-worth individual
Experience managing complex personal and professional logistics
Experience coordinating international travel
Strong operational mindset and ability to create systems

Responsibilities

Manage Ardi's calendar, priorities, and daily workflow to maximize productivity.
Track requests from internal teams and ensure Ardi reviews and acts on key items.
Act as Ardi's operational filter, ensuring tasks are prioritized and executed efficiently.
Maintain communication with internal stakeholders to ensure projects and approvals move forward.
Prepare and maintain task lists, hit lists, and priority trackers.
Planning and booking complex international travel for Ardi and his partner.
Managing multi-week personal trips, retreats, and unique travel experiences.
Researching destinations, logistics, activities, and experiences.
Coordinating flights, hotels, transport, itineraries, and reservations.
Managing travel documents, confirmations, and scheduling.
Coordinating with family members and travel companions when required.
Preparing detailed travel planning documents and logistics trackers.
Coordinate household logistics including vendors, cleaners, and service providers.
Manage grocery orders, household requests, and daily operational needs.
Support health and lifestyle routines when required.
Coordinate gifts, events, and personal projects.
Work closely with Ardi's partner to ensure personal priorities are addressed.
Conduct research across a wide range of topics, including:
Travel
Health and lifestyle services
Vendors and services
Personal purchases
Execute ad-hoc projects quickly and efficiently.
Track outstanding requests and ensure nothing falls through the cracks.
Build and maintain operational trackers, SOPs, and task systems.
Use spreadsheets and productivity tools to track projects and workflows.
Maintain documentation of vendors, recurring tasks, and processes.
Continuously improve systems to increase efficiency and visibility.