Executive Assistant

Trivium; United States; Remote; USD 50,000 - 60,000; Full time

Benefits offered by this job

Direct founder access

Autonomy

Flexible schedule

Job summary

Trivium is seeking an Executive Assistant / Life Manager to support the founder of a fast-moving marketing agency. Remote role with occasional Miami on-site days.

You will own travel, calendar, inbox, meeting prep, project tracking, expenses, and personal logistics, delivering results with autonomy and discretion.

Qualifications

• 3+ years in executive/personal assistant roles or service-driven positions.
• US-based; Miami preferred, with ~2 days on-site.
• Highly organized, detail-oriented, proactive, and independent.

Responsibilities

• Travel: book flights, hotels, and itineraries.
• Calendar: manage end-to-end scheduling and deadlines.
• Inbox: triage emails and surface important items.
• Meeting prep: agendas, briefing notes and follow-ups.
• Project tracking: maintain lists, deadlines, and follow-ups.
• Expenses & finance admin: prepare reports and reimbursements.
• Personal & household coordination: appointments, shopping, cleaners, vendors.

Skills

Calendar management

Travel planning

Inbox triage

Expense processing

Project tracking

Discretion

Time management

Education

Bachelor’s degree or equivalent

Tools

Airtable

GoHighLevel

Job description

Executive Assistant / Life Manager

Location: Remote

Type: Full-time, 1099 contractor

Compensation: $50,000-$60,000/year, based on experience

Hours: 9-5 EST, with availability outside of them for urgent things

Reports to: The founder

About the role

We are a marketing agency run by a founder who moves fast and has a lot going on. He is looking for his first Executive Assistant / Life Manager — someone who takes both the business admin and the personal logistics off his plate entirely.

There is no system in place today. You are not inheriting someone else's process; you're building one and then running it so well that he stops thinking about logistics altogether. He does not want to micromanage — he wants to hand something over and see it done.

What you'll own

Travel: booking flights, hotels and full itineraries. Calendar & scheduling: managing his calendar end to end and keeping him ahead of what's coming. Inbox & communication: triaging email, surfacing what matters, handling the rest. Meeting prep: agendas, briefing notes and follow-ups so nothing gets lost between calls. Project tracking: he runs many projects at once — you keep the list, the deadlines and the follow-ups straight. Expenses & finance admin: expense reports, reimbursements, and regular communication with his accountant. Personal & household: appointments, medical scheduling, personal orders and shopping, groceries, and coordinating cleaners, maintenance and vendors. Ad hoc support for a small team of three when it's reasonable.

Requirements

Who you are

3+ years as an executive assistant, personal assistant or in a comparable service-driven role. Exceptional candidates with less experience and clear evidence of ownership will be considered. US-based. Miami preferred, with the ability to be on site around two days a week. Deeply organised and detail-obsessed — you track everything and nothing falls through the cracks. Resourceful above all. Given a goal, you figure out the how. You try first and ask second; you don't need to be walked through every task. Proactive — you handle things before you're asked. Independent. You'll get autonomy and be judged on results, not hours logged. Calm and easy to work with; plans change often. Discreet and trustworthy — you'll have access to personal and financial information. Comfortable with technology and quick to learn new tools; the business runs on Airtable and GoHighLevel. Excellent written and spoken English.

Nice to have

Project management or operations experience. Experience in or around a marketing/creative agency. Experience supporting a founder directly

Benefits

What's on offer

Direct, close working relationship with a founder who gives real autonomy and real trust. A role you get to design — you're building the system, not maintaining someone else's. Genuine variety: business admin one hour, personal logistics the next. Flexible, low-bureaucracy environment — time off is handled by conversation, not policy.