Personal Assistant to CEO

Trivium; Miami (FL); On-site; USD 50,000 - 60,000; Full time

Job summary

Trivium is seeking an Executive Assistant / Life Manager to support the founder from a remote location. You will design and run the business admin and personal logistics system, handling travel, calendars, inbox triage, meeting prep, project tracking, and finance admin, with autonomy and trust.

Ideal candidates are highly organised, proactive, discreet, and fluent in English, with 3+ years in a similar role, US-based (Miami preferred) and able to be on site around two days a week when needed.

Qualifications

• 3+ years as an executive assistant, personal assistant or in a comparable service-driven role.
• 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 — you figure out the how, you don’t need to be walked through every task.
• Proactive — you handle things before you’re asked.
• Independent — you’ll have autonomy and be judged on results, not hours.
• Discreet and trustworthy — access to personal and financial information.
• Excellent written and spoken English.

Responsibilities

• Travel: booking flights, hotels and full itineraries.
• Calendar & scheduling: managing calendar end to end and staying ahead of what's coming.
• Inbox & communication: triaging email and surfacing what matters.
• Meeting prep: agendas, briefing notes and follow-ups.
• Project tracking: maintaining lists, deadlines and follow-ups.
• Expenses & finance admin: expense reports, reimbursements, coordinating with the accountant.
• Personal & household: appointments, medical scheduling, shopping, coordinating cleaners and vendors.
• Ad hoc support for a small team when reasonable.

Skills

Executive support

Organization

Proactivity

Discretion

English proficiency

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.

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

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.