Executive Assistant / Life Manager
Location: Miami, FL preferred (hybrid)
Type: Full-time, 1099 contractor
Compensation: $50,000–$70,000/year, based on experience and location
Hours: 9–5, 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.
Skills Required
- 3+ years of experience as an executive assistant, personal assistant, or in a comparable service-driven role
- US-based
- Ability to work onsite in Miami approximately two days per week
- Excellent organizational and attention-to-detail skills
- Resourcefulness and ability to independently determine how to complete tasks
- Proactive and able to anticipate needs
- Ability to work independently with autonomy
- Calm and adaptable in a frequently changing environment
- Discretion and trustworthiness when handling personal and financial information
- Comfort with technology and ability to quickly learn new tools
- Excellent written and spoken English
- Project management or operations experience
- Experience in or around a marketing or creative agency
- Experience supporting a founder directly
What We Do
Trivium Group is a full-service Amazon agency that helps brands scale profitably on Amazon. We fully integrate with your team and become your full in-house Amazon team without the price tag. We are built on strong systems, sharp people, and good values. Ranked #170 on the 2025 Inc. 5000 list of the fastest-growing companies.
