# Executive Assistant

> Trivium · Miami, United States · Full-time · Posted 2026-08-28

**Salary:** USD 50,000–75,000

**Workplace:** on_site

**Department:** F4 Creative

## Description

**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.

## Apply

[Apply at Trivium](https://apply.workable.com/trivium/j/B224A04A68/apply)

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