Senior Executive Assistant

Trivium; Miami Beach (FL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

36 PTO days

Growth & mentorship

Path to Chief of Staff

High-impact travel opportunities

Job summary

Trivium is seeking an experienced Life Manager / Executive Assistant in Downtown Miami to support the CEO and his wife across business, travel, and personal life. The role requires managing complex calendars, high-level logistics, and multi-entity coordination with discretion in a fast-paced environment.

You will leverage AI, ClickUp, Slack, and CRM systems to streamline operations, lead special projects, and optimize routines. A path to Chief of Staff and mentorship highlights growth potential.

Qualifications

• 3+ years in combined Executive Assistant / Personal Assistant / Life Manager roles, preferably in a high-growth startup.
• Technical Savvy with AI tools, especially Claude.
• Experience in managing multiple businesses/entrepreneurs and complex travel logistics.
• Must live in Miami, have a valid driver’s license and own a car.

Responsibilities

• Calendar & workflow management for CEO across business and personal life.
• Inbox triage and sensitive communications handling.
• Deal execution using HubSpot, PandaDoc, and Docusign.
• Coordinate cross-functional meetings and track requests with strong follow-ups.
• Lead special projects from ideation to execution; manage travel logistics.
• Plan and book international luxury travel across time zones.
• Assist with personal operations, household management, and vendor relations.
• Build and maintain operational trackers, SOPs, and documentation.
• Introduce and refine efficiency tools (ClickUp, Slack, AI) to increase visibility.

Skills

Calendar management

High ownership

Problem solving

Operations leadership

Tools

ClickUp

Slack

Notion

GSuite

CRM platforms

Job description

Location: Downtown Miami, FL (On-site / Local Applicants Only) Schedule: Monday – Friday, 9:00 AM – 5:00 PM | Full-Time | High-Impact

About the Role

We are seeking an exceptional Life Manager / Executive Assistant to support CEO, a high-performing individual, who owns many businesses across multiple industries. The ideal candidate will be his right-hand supporting him in all aspects of his life, including business, personal and travel among other responsibilities, and will support both him and his wife.

This is a strong execution and management role, where you will be working with over 90 employees across multiple organizations he owns, handling many different tasks. It is a very dynamic role with incredibly high impact, as you will be helping drive these businesses forward with Mina and improving his life.

If you are a high-ownership operator who thrives in solving problems and facing challenges in a fast-paced environment, you will love this role.

Key Responsibilities – Executive & Business Support

• Calendar & Workflow: Manage complex calendars, appointments, and high-level business logistics to maximize productivity.

• Communication & Triage: Conduct inbox triage and handle sensitive communications with precision.

• Deal Execution: Handle the sales pipeline and deal execution using HubSpot, PandaDoc, and Docusign.

• Operational Filter: Track requests from internal teams, ensure Mina reviews key items, and coordinate cross-functional meetings with rigorous follow-ups.

• Project Management: Lead special projects from ideation to execution, ensuring business entities stay on track.
  Travel & Logistics Management

• Complex Planning: Plan and book high-end, luxury international travel itineraries across multiple time zones.

• Optimization: Use loyalty programs, concierge bookings, and detailed agendas to optimize every trip.

• Retreats & Experiences: Manage multi-week personal trips, retreats, and unique travel experiences with prepared contingency plans.

• Documentation: Prepare detailed travel planning documents, logistics trackers, and international travel requirements.
  Personal Operations & Household Management

• Household Staff: Coordinate household logistics including the house manager, vendors, cleaners, and service providers; manage maintenance schedules.

• Financials: Manage personal financial transactions and vendor relationships.

• Lifestyle Coordination: Organize wellness appointments, dining, events, social plans, and grocery/household requests.

• Partner Liaison: Work closely with Mina's partner to ensure all personal priorities are addressed seamlessly.
  Systems & Innovation

• Efficiency Tools: Introduce and refine systems using ClickUp, Slack, and AI tools to increase visibility.

• Documentation: Build and maintain operational trackers, SOPs, and recurring process documentation.
  Continuous Improvement

• This role is continuously evolving and different things will be required from time to time and over time. The main goal is to buy back Mina's time.

• Experience: 3+ years in a combined Executive Assistant / Personal Assistant / Life Manager role, preferably in a high-growth startup or entrepreneurial environment.

• Technical Savvy: High AI utilization especially Claude. Expert in GSuite, Slack, CRM platforms, Project management ie ClickUp and Notion and spreadsheets.

• Logistics Expert: Advanced international travel planning and high-level coordination skills.

• Local Assets: Must live in Miami, have a valid driver's license, and own a car.

• Traits: Proactive, solution-oriented, and "thick-skinned." You must be comfortable giving structured feedback and handling rapid task-switching. You need to be a competitor who's hungry and loves to dominate.
  Why This Role (Compensation & Benefits)

• Salary: $70,000 – $90,000 per year (with performance-based increases).

• Health Insurance: Anthem Blue Cross Platinum PPO (0 Deductible).

• Time Off: 36 PTO days each year.

• Growth: Direct mentorship and a clear path to grow into a Chief of Staff position.

• Network: Exposure to high-impact leaders and unique travel opportunities.

Important Notes

This position requires complete discretion and confidentiality. Candidates who succeed here are those who enjoy managing complexity and operating with a high level of ownership in a dynamic, sometimes chaotic environment.