Personal Assistant to CEO

Trivium; Washington (District of Columbia); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Trivium, a marketing agency led by a founder, seeks an Executive Assistant / Life Manager to take on business admin and personal logistics. You’ll design a system and run it so nothing falls through the cracks.

Responsibilities include travel bookings, calendar management, inbox triage, meeting prep, project tracking, expenses, and personal tasks. Expect autonomy with a hybrid/remote setup outside the USA.

Qualifications

• 3+ years in executive/personal assistant or service-driven roles.
• Highly organized with exceptional attention to detail.
• Proactive, independent, and trustworthy with discretion.

Responsibilities

• Travel bookings with full itineraries.
• Manage calendar end-to-end and anticipate needs.
• Inbox triage and prioritization of important items.
• Prepare meeting agendas, briefs and follow-ups.
• Track projects, deadlines and follow-ups.
• Handle expenses, reimbursements and accounting liaison.
• Coordinate personal logistics and household tasks.
• Provide ad hoc support for a small team.

Tools

Airtable

GoHighLevel

Job description

Executive Assistant / Life Manager

Location: Miami, FL preferred (hybrid or remote outside of the USA)

Type: Full-time, 1099 contractor

Compensation: $50,000–$70,000/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.