Senior Executive Assistant

Trivium; Portugal; Sur place; EUR 30 000 - 40 000; Plein temps

Avantages offerts par ce poste

36 PTO days

Mentorship from Mina

Path to Chief of Staff

Exposure to high-level founders

Résumé du poste

Trivium is seeking an Executive Assistant / Chief of Staff to the CEO. You will protect the CEO's time, turn ideas into projects, and run operations across multiple companies.

You’ll start as a high-level EA and grow into a true Chief of Staff, handling calendars, travel, and cross-entity coordination while using AI to boost productivity. You’ll work across business and personal tasks, maintain an organized system of SOPs, and aim to give Mina back over 10 hours weekly by handling complex

Qualifications

• 3+ years as an EA, Chief of Staff or Life Manager supporting a founder/CEO directly (business and personal side)
• 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

Responsabilités

• 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 with context, recommended solution and clear ownership
• Filter everything that reaches Mina and bring only what really needs him in short lists
• Prepare for and follow up on leadership meetings: agendas, notes, action items, accountability
• Lead new ventures and special projects from start to finish
• Support deals and partnerships: pipeline follow-up and contracts
• Over time, attend meetings and make decisions on Mina's behalf
• Run a complex calendar across companies/time zones and protect focus time
• Triage inbox, draft replies in Mina's voice, handle sensitive communications
• Handle expenses, invoices and vendor payments, and reconcile across entities
• Plan and book premium international travel end to end with detailed itineraries
• Coordinate household: house manager, vendors, cleaners, wellness appointments
• Build SOPs, trackers and recurring processes in ClickUp/Notion/Slack/Google Workspace
• Use AI tools daily to automate or document repetitive tasks

Connaissances

Project management

AI tools usage

Advanced travel planning

Google Workspace

Slack

Spreadsheets

Notion/ClickUp/Asana

Description du poste

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.

Requirements

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