Senior Executive Assistant

Trivium; España; On-site; EUR 30,000 - 40,000; Full time

Benefits offered by this job

Mentorship from Mina

36 PTO days/year

Clear path to Chief of Staff

Exposure to high-level founders

Job summary

Trivium is seeking an Executive Assistant / Chief of Staff to the CEO Mina Elias. This full-time role supports a founder who runs multiple companies and uses AI agents to accelerate outcomes across ventures.

You will protect Mina's time, turn ideas into finished projects, and grow into a true Chief of Staff by owning initiatives and representing him in meetings.

Qualifications

• 3+ years as an EA, Chief of Staff or Life Manager supporting a founder or CEO directly (business & personal)
• Track record of owning projects from start to finish
• Excellent written English and discretion

Responsibilities

• Turn Mina's ideas, voice notes and meeting decisions into clear projects with owners and deadlines
• Keep a rolling, prioritized to-do list for Mina with context and solutions
• Filter everything that reaches Mina from his teams to bring only what needs his attention
• Prepare for and follow up on leadership meetings: agendas, notes, action items, accountability
• Lead special projects from start to finish (launches, events, new ventures, vendor/tool rollouts)
• Support deals and partnerships: pipeline follow-up in HubSpot and contracts in PandaDoc/DocuSign
• Over time, attend meetings and make decisions on Mina's behalf
• Run a complex calendar across companies and time zones

Skills

Project ownership

Advanced AI tool usage

Google Workspace

Slack

Spreadsheets

Tools

ClickUp

Notion

Asana

HubSpot

PandaDoc/DocuSign

Zapier

Job description

Executive Assistant / Chief of Staff to the CEO

Full-time, Mon–Fri 9–5 + on-call for urgent items : $3,000 - $4,000/month + performance increases

About the role

Mina Elias is a founder and CEO who runs several companies across Amazon growth (Trivium Group, #170 on the Inc. 5000, 300+ brands served), aesthetics (MDW Aesthetics) and executive placement, with 90+ people across them. He moves fast, has more ideas than hours, and runs his businesses with a stack of AI agents alongside his team.

You'll be his right hand. You'll protect his time, turn his ideas into projects that get finished, and keep his business and personal life running without him having to think about it. We measure this role by one number: how many hours a week you give back to Mina.

This is not a "manage the calendar and wait for instructions" job. You'll start as a high-level EA, and as you earn trust you'll grow into a true Chief of Staff: you'll run projects, hold people accountable and represent Mina in meetings.

What you'll own

Chief of Staff: business and execution

• Turn Mina's ideas, voice notes and meeting decisions into clear projects with owners and deadlines, then follow up until they're done
• Keep a rolling, prioritized to-do list for Mina. Every item comes with context, a recommended solution and a clear "I can handle this" or "I need your decision"
• Filter everything that reaches Mina from his teams, and bring him only what really needs him, in short numbered lists
• Prepare for and follow up on leadership meetings: agendas, notes, action items, accountability
• Lead special projects from start to finish (launches, events, new ventures, vendor or tool rollouts)
• Support deals and partnerships: pipeline follow-up in HubSpot and contracts in PandaDoc/DocuSign
• Over time, attend meetings and make decisions on Mina's behalf

Executive support

• Run a complex calendar across companies and time zones: plan the week ahead, protect focus time, and prepare Mina for every meeting
• Triage his inbox and messages, draft replies in his voice, and handle sensitive communications discreetly
• Handle expenses, invoices and vendor payments, and reconcile across entities

Travel and personal operations

• Plan and book premium international travel end to end, including loyalty points, lounges, concierge services, detailed itineraries and backup plans
• Organize multi-week trips, retreats and events
• Coordinate the household: house manager, vendors, cleaners, maintenance, wellness appointments, dining and social plans
• Work closely with Mina's partner so personal priorities never fall through the cracks

Systems and AI

• Build and maintain the operating system around Mina: SOPs, trackers and recurring processes in ClickUp, Notion, Slack and Google Workspace
• Use AI tools (Claude, ChatGPT and our in-house AI agents) every day to do the work of several people. If a task repeats, you automate it or document it

What success looks like

• 30 days: You own Mina's calendar, inbox triage, travel and the rolling to-do list. Nothing he asks for gets lost.
• 60 days: You run the weekly priorities review, chase every open item without being asked, and have documented the core SOPs.
• 90 days: Mina hands you whole projects, not just tasks. His teams come to you first. You can measure 10+ hours a week bought back.

Must-haves

• 3+ years as an EA, Chief of Staff or Life Manager supporting a founder or CEO directly (business and personal side)
• A track record of owning projects from start to finish, not just coordinating them
• Advanced international travel planning and complex scheduling
• Heavy daily use of AI tools and strong skills in Google Workspace, Slack, spreadsheets and a project management tool (ClickUp/Notion/Asana)
• Excellent written English: clear, concise, and able to write in Mina's voice
• Complete discretion with confidential business, financial and personal information

Nice-to-haves

• Experience in a high-growth startup, agency, e-commerce or multi-business founder environment
• HubSpot, PandaDoc/DocuSign, or finance/bookkeeping basics
• You've built automations (Zapier, Make, AI workflows)
• You've managed or coordinated household staff or a small team

Who thrives here

• High ownership. You see the problem, bring two solutions, and fix it before anyone asks
• Calm under chaos. You switch between a board-level email and a broken AC without dropping either
• Thick-skinned and direct. You take blunt feedback well, and you'll push back when something is off
• Competitive and hungry. You want to be the best at this, and you want to grow into a Chief of Staff

Compensation and benefits

• $3,000 - $4,000/month, with performance-based increases
• 36 PTO days a year
• Direct mentorship from Mina and a clear path to Chief of Staff
• Exposure to high-level founders and unique travel