Supports the founder across business administration and personal logistics. Responsibilities include managing travel, calendars, inboxes, meeting preparation, project deadlines, expenses, reimbursements, accountant communication, personal appointments, household services, shopping, vendors, and occasional team support. The role requires building organizational systems, working independently, anticipating needs, handling sensitive information discreetly, and using Airtable and GoHighLevel.
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.
Trivium Group Los Angeles, California, USA Office
Los Angeles, CA, United States, 90292
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