Executive Administrative Assistant to CEO at Trivium

Miami Beach, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Aug, 26

Salary

90000.0

Posted On

23 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Inbox Triage, Deal Execution, Project Management, Luxury Travel Planning, Household Management, Financial Coordination, SOP Documentation, AI Utilization, CRM Management, Cross-functional Coordination, Logistics Planning

Industry

Business Consulting and Services

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 Mina Elias, 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. This position can grow into a Chief of Staff. Key ResponsibilitiesExecutive & 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.

Responsibilities

Provide comprehensive executive and personal support to the CEO, managing complex business logistics, calendars, and high-end international travel. Oversee household operations and implement efficiency systems to optimize the CEO's time and productivity.