Location: Miami, FL (Brickell) — remote to start, in-person from October
Type: Full-time, 1099 contractor
Compensation: 50,000–70,000/year, based on experience
Hours: Core hours 11:00 AM – 7:00 PM ET, with flexibility outside of them
Reports to: The founder and her business partner
About the role
We're looking for an Executive Assistant / Life Manager to take full ownership of the day-to-day life and schedule of a 30-year-old entrepreneur based in Miami. She built a seven-figure e-commerce business from scratch and is the public face of a fast-growing brand with a large, engaged audience of women.
Right now there is no system — no calendar structure, no inbox management, no organisation. You would be starting from a blank page and building it. This is not a role where you inherit someone else's process; it's one where you create it, then run it so well that she never has to think about logistics again.
You'll work closely with both her and her business partner in a shared group chat, with real trust and real access. The right person becomes indispensable within a few months.
What you'll own
- Organisational system: build a simple, reliable system — synced to her phone — where her schedule, bookings, travel and reminders all live in one place.
- Calendar & appointments: manage her calendar end to end, book personal and medical appointments, and keep her ahead of what's coming.
- Travel (a big part of this role): she flies roughly four times a month. You'll book flights and hotels, work with airlines on availability, manage points and award bookings, and build complete itineraries.
- Inbox management: monitor and triage her email, surface what genuinely matters, clear the noise, and make sure nothing — bills, appointments, deadlines — is ever missed again.
- Personal finance tracking: a simple weekly summary of revenue in and personal spend out. Not accounting — just clear visibility.
- Home & vendors: coordinate cleaners, maintenance and service providers; be the point of contact so she isn't.
- Relocation project (October): she's moving to Miami and starting from zero — apartment search, viewings, furniture, utilities, setting up the home.
- Travel & event planning: occasional trips and personal celebrations — you'll research options, present a clear shortlist, then execute the whole thing.
- Occasional support for her business partner when he's stretched.
Requirements
Who you are
- 1–3+ years as an executive assistant, personal assistant, house manager or in a comparable service-driven role. Exceptional candidates with less experience and clear evidence of ownership will be considered.
- Based in Miami (or relocating before October) and able to work in person, run errands and attend to things on site.
- Deeply organised — you track everything, you follow up without being asked, and nothing falls through the cracks.
- Proactive. You anticipate what's needed and handle it before you're asked.
- Calm under pressure and unbothered by urgency — things move fast, plans change, and you keep your composure.
- Detail-obsessed — the right terminal, the right time zone, the correct spelling on the ticket.
- Discreet and trustworthy. You'll have access to personal, financial and private information.
- Emotionally intelligent — you read people well, you communicate warmly and directly, and you're easy to be around.
- Resourceful and independent — given a goal, you figure out the how.
- Comfortable with technology and with AI tools; the household runs on Google Workspace, Slack and WhatsApp, and is adopting AI assistants.
- Excellent written and spoken English.
- Valid driver's licence and ability to travel occasionally (roughly twice a year).
Nice to have
- Experience with luxury travel, airline loyalty programmes and points/award bookings.
- Experience supporting a founder, public figure or content creator.
- Experience setting up a home or managing a relocation.
Benefits
What's on offer
- Direct, close working relationship with two founders who will give you real autonomy and real trust.
- A role you get to design — you're building the system, not maintaining someone else's.
- Genuine variety: no two days look alike.
- Exposure to a fast-growing e-commerce business and the people running it.
Skills Required
- 1-3+ years of experience as an executive assistant, personal assistant, house manager, or in a comparable service-driven role
- Based in Miami or relocating before October
- Able to work in person, run errands, and attend to matters on site
- Strong organizational skills and ability to track tasks and follow up independently
- Proactive and able to anticipate needs
- Calm under pressure and able to manage changing priorities
- Detail-oriented
- Discreet and trustworthy with personal, financial, and private information
- Emotionally intelligent with warm and direct communication skills
- Resourceful and independent
- Comfortable with technology and AI tools
- Familiarity with Google Workspace, Slack, and WhatsApp
- Excellent written and spoken English
- Valid driver's license
- Ability to travel occasionally, roughly twice a year
- Experience with luxury travel, airline loyalty programs, and points or award bookings
- Experience supporting a founder, public figure, or content creator
- Experience setting up a home or managing a relocation
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.
