Executive Assistant

Trivium; Miami Beach (FL); Presencial; USD 90.000 - 110.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Annual performance bonus

Health benefits

On-site role in Miami

Descripción de la vacante

Trivium in Miami is seeking an Executive Personal Assistant & Family Manager to support a founder couple in both business and family life. The role blends executive/personal assistant duties with family/household management, including calendars, travel, staff, and school coordination.

Based in Miami, the position is in-person, full-time, with a $100,000 base salary (W-2) plus annual bonus and health benefits.

Formación

• 5+ years supporting executives/entrepreneurs or high-net-worth families as an Executive/Personal Assistant, Family Assistant or Household Manager.
• Proactive, anticipate-the-need mindset.
• Exceptional organization and attention to detail.
• Excellent written and verbal English communication.
• Comfortable with technology: Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint), Slack, WhatsApp, ChatGPT/Claude.
• Professional, discreet and trustworthy with family, children and confidential business information.
• Comfortable working around children and in a private residence.

Responsabilidades

• Manage founders' calendars: scheduling, confirmations, conflicts, cancellations and rescheduling.
• Monitor, organize and respond to business email and group chats when authorized.
• Coordinate travel, transportation and daily schedules for family and business.
• Recruit, interview and hire household staff and coordinate vendors and services.
• Plan family activities and handle last-minute requests and emergencies.
• Liaise with schools, doctors and providers as needed.

Herramientas

Microsoft 365

Slack

WhatsApp

ChatGPT/Claude

Descripción del empleo

Executive Personal Assistant & Family Manager (Life Manager)

Location: Miami, FL · In person · Full-time

Pay: $100,000 base salary (W-2) + annual performance bonus + health benefits

ABOUT US

We're a Miami-based founder couple running a large, fast-growing consumer brand while raising two young children. Our schedules change all day, across business and family. We're looking for one exceptional person to be the right hand to both of us.

THE ROLE

You'll handle our business and personal lives, from emails and calendars to driving, travel, household staff and our children's appointments. As a starting point, the role is about 70% executive/personal assistant and 30% family/household manager. The real goal is simple: we wake up, focus on our family and our company, and know the smaller responsibilities are already handled.

We don't want someone who waits to be told what to do. We want someone who stays two steps ahead, anticipates what we need and takes things off our plate. You don't have to do every task yourself, but every task has to get done. That includes recruiting and managing support staff such as nannies and housekeepers.

WHAT YOU'LL DO

Daily schedule & transportation

• Arrive at our home by 7:45-8:00 AM, drive one of us and help take the children to school
• Drive our full-size SUV (Cadillac Escalade ESV) between home, office, meetings and other destinations
• Coordinate pickups, drop-offs, errands and daily transportation, and adapt as the day changes
• Keep the vehicle clean, fueled and ready

Executive & business support

• Manage both founders' calendars: scheduling, confirmations, conflicts, cancellations and rescheduling
• Monitor, organize and respond to business email, and reply in business group chats on our behalf when authorized
• Communicate with our internal team and external partners, and follow up with vendors, employees and agencies
• Prepare meeting agendas, reminders and daily schedules, and track open tasks, approvals, deadlines and follow-ups
• Send pre-approved wire transfers through authorized company procedures
• Handle general administrative work

Personal & household management

• Manage personal appointments, errands, deliveries, purchases and returns
• Recruit, interview and hire nannies, housekeepers and cleaning services, then coordinate and manage domestic staff
• Coordinate household vendors, repairs, maintenance and services
• Plan family activities, reservations and special occasions, and handle last-minute requests and the unexpected

Children & family coordination

• Coordinate the children's school schedules, activities and transportation
• Schedule pediatrician, dentist and specialist appointments
• Research and enroll the kids in sports and extracurricular programs
• Communicate with schools, teachers, coaches and providers, manage nanny schedules and childcare coverage
• Keep both parents informed about everything coming up

Travel & lifestyle

• Book flights, hotels, transportation and reservations, and build complete itineraries (including for the children when needed)
• Pack and organize luggage from our preferences and packing lists, and coordinate deliveries and personal items before departure
• Travel with us on business or personal trips when required
• Manage delays and last-minute changes, and handle reservations and errands while we're away

WHAT YOU BRING

• 5+ years supporting executives, entrepreneurs or high-net-worth families as an Executive/Personal Assistant, Family Assistant or Household Manager
• A proactive, anticipate-the-need mindset. You never need reminding twice
• Exceptional organization and attention to detail. Deadlines are non-negotiable
• Excellent written and verbal English communication
• Comfortable with technology: Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint), Slack, WhatsApp, ChatGPT/Claude
• Professional, discreet and trustworthy with family, children and confidential business information
• Comfortable working around children and in a private residence

REQUIREMENTS

• 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 a background check 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 HAVE

• Oracle NetSuite experience
• Spanish
• Experience hiring and managing household staff

COMPENSATION & BENEFITS

• $100,000 base salary (W-2, pre-tax), depending on experience
• Annual performance bonus
• Health benefits