Serve as the CEO’s executive assistant and developing Chief of Staff. Manage complex calendars, inboxes, travel, personal operations, expenses, vendors, and confidential communications. Convert ideas into projects, track accountability, support meetings and partnerships, and build SOPs and workflows using project-management and AI tools. The role requires high ownership, discretion, excellent writing, advanced international travel planning, and the ability to manage both business and personal priorities.
Executive Assistant / Chief of Staff to the CEO
Full-time, Mon–Fri 9–5 + on-call for urgent items : $6,000 - $7,000/month + performance increases
About the roleMina Elias is a founder and CEO who runs several companies across Amazon growth (Trivium Group, #170 on the Inc. 5000, 300+ brands served), aesthetics (MDW Aesthetics) and executive placement, with 90+ people across them. He moves fast, has more ideas than hours, and runs his businesses with a stack of AI agents alongside his team.
You'll be his right hand. You'll protect his time, turn his ideas into projects that get finished, and keep his business and personal life running without him having to think about it. We measure this role by one number: how many hours a week you give back to Mina.
This is not a "manage the calendar and wait for instructions" job. You'll start as a high-level EA, and as you earn trust you'll grow into a true Chief of Staff: you'll run projects, hold people accountable and represent Mina in meetings.
What you'll ownChief of Staff: business and execution
- Turn Mina's ideas, voice notes and meeting decisions into clear projects with owners and deadlines, then follow up until they're done
- Keep a rolling, prioritized to-do list for Mina. Every item comes with context, a recommended solution and a clear "I can handle this" or "I need your decision"
- Filter everything that reaches Mina from his teams, and bring him only what really needs him, in short numbered lists
- Prepare for and follow up on leadership meetings: agendas, notes, action items, accountability
- Lead special projects from start to finish (launches, events, new ventures, vendor or tool rollouts)
- Support deals and partnerships: pipeline follow-up in HubSpot and contracts in PandaDoc/DocuSign
- Over time, attend meetings and make decisions on Mina's behalf
Executive support
- Run a complex calendar across companies and time zones: plan the week ahead, protect focus time, and prepare Mina for every meeting
- Triage his inbox and messages, draft replies in his voice, and handle sensitive communications discreetly
- Handle expenses, invoices and vendor payments, and reconcile across entities
Travel and personal operations
- Plan and book premium international travel end to end, including loyalty points, lounges, concierge services, detailed itineraries and backup plans
- Organize multi-week trips, retreats and events
- Coordinate the household: house manager, vendors, cleaners, maintenance, wellness appointments, dining and social plans
- Work closely with Mina's partner so personal priorities never fall through the cracks
Systems and AI
- Build and maintain the operating system around Mina: SOPs, trackers and recurring processes in ClickUp, Notion, Slack and Google Workspace
- Use AI tools (Claude, ChatGPT and our in-house AI agents) every day to do the work of several people. If a task repeats, you automate it or document it
- 30 days: You own Mina's calendar, inbox triage, travel and the rolling to-do list. Nothing he asks for gets lost.
- 60 days: You run the weekly priorities review, chase every open item without being asked, and have documented the core SOPs.
- 90 days: Mina hands you whole projects, not just tasks. His teams come to you first. You can measure 10+ hours a week bought back.
RequirementsMust-haves
- 3+ years as an EA, Chief of Staff or Life Manager supporting a founder or CEO directly (business and personal side)
- A track record of owning projects from start to finish, not just coordinating them
- Advanced international travel planning and complex scheduling
- Heavy daily use of AI tools and strong skills in Google Workspace, Slack, spreadsheets and a project management tool (ClickUp/Notion/Asana)
- Excellent written English: clear, concise, and able to write in Mina's voice
- Complete discretion with confidential business, financial and personal information
- Experience in a high-growth startup, agency, e-commerce or multi-business founder environment
- HubSpot, PandaDoc/DocuSign, or finance/bookkeeping basics
- You've built automations (Zapier, Make, AI workflows)
- You've managed or coordinated household staff or a small team
BenefitsWho thrives here
- High ownership. You see the problem, bring two solutions, and fix it before anyone asks
- Calm under chaos. You switch between a board-level email and a broken AC without dropping either
- Thick-skinned and direct. You take blunt feedback well, and you'll push back when something is off
- Competitive and hungry. You want to be the best at this, and you want to grow into a Chief of Staff
- $6,000 - $7,000/month, with performance-based increases
- 36 PTO days a year
- Direct mentorship from Mina and a clear path to Chief of Staff
- Exposure to high-level founders and unique travel
Trivium Group Los Angeles, California, USA Office
Los Angeles, CA, United States, 90292
Similar Jobs
Information Technology
Provides high-trust administrative and executive support to a founder and COO. Responsibilities include complex calendar and meeting coordination, correspondence and presentation preparation, file organization, domestic and international travel, expense management, agendas, notes, action-item tracking, stakeholder communication, and confidential information handling. The role also supports special projects and cross-functional leadership requests in a fast-paced, fully remote fintech and cryptocurrency environment.
Top Skills:
Ai ToolsExcelMS OfficeOutlookPowerPointTeamsWord
Professional Services • Social Impact • Consulting
Provide confidential executive support to the Secretary-General: manage calendar, communications, meetings, records and travel; prepare briefings, correspondence and minutes; establish tracking and follow-up systems; supervise support staff as needed; and support office operations and strategic initiatives on a voluntary part-time basis.
Artificial Intelligence • Legal Tech • Professional Services • Consulting
Provide high-level executive support to C-suite leaders: manage calendars, complex global travel, high-profile communications, confidential personal and financial tasks, anticipate needs, make independent decisions, and liaise with global executives to protect and optimize executive time.
What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Snap, Netflix, SpaceX, Disney, Google
- Key Industries: Artificial intelligence, adtech, media, software, game development
- Funding Landscape: $11.6 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
