Life Manager & Executive Assistant to CEO

📍 Location: Downtown Miami, FL (On-site / Local Applicants Only) 🕒 Schedule: Monday – Friday, 9:00 AM – 5:00 PM | Full-Time | High-Impact

About the Role

We are seeking an exceptional Life Manager / Executive & Personal Operations Partner to support Mina Elias, a high-performing entrepreneur operating multiple businesses (including Trivium) and his partner.

This role is the "central nervous system" for both professional and personal domains. You will serve as the operational filter and execution partner, ensuring life runs smoothly despite constant change and high-pressure environments. This is a hybrid role with a strong executive focus—managing sales pipelines and business logistics—and a critical personal support component.

This is for a high-ownership operator who thrives on solving complex challenges and can grow into a Chief of Staff style role.

Key Responsibilities

Executive & Business Support

• Calendar & Workflow: Manage complex calendars, appointments, and high-level business logistics to maximize productivity.
• Communication & Triage: Conduct inbox triage and handle sensitive communications with precision.
• Deal Execution: Handle the sales pipeline and deal execution using HubSpot, PandaDoc, and Docusign.
• Operational Filter: Track requests from internal teams, ensure Mina reviews key items, and coordinate cross-functional meetings with rigorous follow-ups.
• Project Management: Lead special projects from ideation to execution, ensuring business entities stay on track.

Travel & Logistics Management

• Complex Planning: Plan and book high-end, luxury international travel itineraries across multiple time zones.
• Optimization: Use loyalty programs, concierge bookings, and detailed agendas to optimize every trip.
• Retreats & Experiences: Manage multi-week personal trips, retreats, and unique travel experiences with prepared contingency plans.
• Documentation: Prepare detailed travel planning documents, logistics trackers, and international travel requirements.

Personal Operations & Household Management

• Household Staff: Coordinate household logistics including vendors, cleaners, and service providers; manage maintenance schedules.
• Financials: Manage personal financial transactions and vendor relationships.
• Lifestyle Coordination: Organize wellness appointments, dining, events, social plans, and grocery/household requests.
• Partner Liaison: Work closely with Mina’s partner to ensure all personal priorities are addressed seamlessly.

Systems & Innovation

• Efficiency Tools: Introduce and refine systems using ClickUp, Slack, and AI tools to increase visibility.
• Documentation: Build and maintain operational trackers, SOPs, and recurring process documentation.

• Experience: 3+ years in a combined Executive Assistant / Personal Assistant / Life Manager role, preferably in a high-growth startup or entrepreneurial environment.
• Technical Savvy: Expert in GSuite, Slack, CRM platforms (HubSpot), and spreadsheets.
• Logistics Expert: Advanced international travel planning and high-level coordination skills.
• Local Assets: Must live in Miami, have a valid driver’s license, and own reliable transportation.
• Traits: Proactive, solution-oriented, and "thick-skinned." You must be comfortable giving structured feedback and handling rapid task-switching.

Why This Role (Compensation & Benefits)

• Salary: $70,000 – $90,000 per year (with performance-based increases).
• Health Insurance: Anthem Blue Cross Platinum PPO (0 Deductible).
• Time Off: 36 PTO days each year.
• Growth: Direct mentorship and a clear path to grow into a Chief of Staff position.
• Network: Exposure to high-impact leaders and unique travel opportunities.

Important Notes

This position requires complete discretion and confidentiality. Candidates who succeed here are those who enjoy managing complexity and operating with a high level of ownership in a dynamic, sometimes chaotic environment.