Job Description

Lifestyle Manager/Executive Asst Position

Job Title: Lifestyle Manager & Executive Assistant

Location: Miami, FL (Local Applicants Only) 

Reports To: CEO & Spouse

To Apply (REQUIRED):

Job Summary: 

We are seeking a highly skilled, proactive, and personable Lifestyle Manager/Executive Assistant to support a husband and wife team, led by Mina Elias of Trivium. The ideal candidate will be a master at managing busy schedules, creating extensive itineraries, and ensuring a seamless day-to-day life. This is an excellent opportunity for someone that is not only passionate about meticulous travel experiences, and exceptional organizational skills; but also the ability to manage complex, shifting priorities. This role offers room for growth, collaboration, and the potential for expanding responsibilities for both business initiatives and lifestyle management. A 24/7 Mindset is required.

Role Overview

- Travel Coordination: Plan and organize complex travel itineraries, including flights, accommodation, transportation, and activities, ensuring every detail is attended to. Ensure all travel experiences are seamless, luxurious, and tailored to budgeting preferences. 

- Schedule Management: Oversee and manage a busy personal and professional calendar, ensuring that all appointments, meetings, and events are efficiently coordinated and attended to. A masterful completion of this portion of the role is the key to your success!

- Manage business operations including sales pipeline reviews & revenue impacting tasks. Will be expected to handle financial tasks and payment processing.

-High level project management and systemic business growth expertise

- Household Management: Assist in overseeing household logistics, including coordinating with vendors, managing service providers, and ensuring the smooth operation of day-to-day tasks. 

- Lifestyle Enhancement: Research and recommend lifestyle enhancements such as wellness retreats, dining experiences, fitness regimens, and local Miami happenings. 

- Administrative Support: Provide ad hoc administrative support, including managing all correspondence, emails, and preparing documents or presentations. 

- Problem Solving: Anticipate needs and handle any last-minute issues or requests, finding quick and effective solutions. Implement systems for task tracking, follow up, and productivity.

- Relationship Building: Build a strong rapport with the CEO’s business partners, family, and other key contacts to foster collaboration and ensure seamless communication. 

- Event Planning: Coordinate personal events such as family gatherings, dinner parties, and special celebrations, ensuring every event is impeccably organized. 

- Proactive Life Planning: Ensure that the CEO’s time is protected and his time/resources are being the best allocated to achieve future business goals. When the CEO thrives, so do you!

Key Responsibilities Daily Operations Management

• Conduct structured daily inbox and communications audits (email, Slack, text messages)
• Manage and maintain a prioritized task system
• Coordinate daily with CEO and operations team
• Ensure calendar accuracy and prepare for upcoming appointments
• Handle revenue-impacting follow-ups and business priorities

Business Support

• Review and manage sales pipeline through HubSpot and PandaDoc/Docusign
• Process financial transactions and manage payment schedules
• Coordinate with team members on projects and follow-ups
• Handle administrative operations for multiple business entities

Lifestyle & Personal Management

• Schedule and coordinate healthcare appointments (massage, PT, chiropractic)
• Manage household staff including cleaners and household assistants
• Coordinate personal events and social engagements
• Handle personal financial transactions and payments

Travel Coordination

• Plan and book complex travel arrangements
• Optimize travel using points and loyalty programs and cost-benefit trades
• Coordinate special services and experiences
• Create detailed travel itineraries with contingency planning

Project Management

• Lead high-leverage projects requiring research and coordination
• Implement new systems and processes
• Maintain documentation and information systems
• Coordinate with vendors and service providers

Required Skills & Qualifications

- Experience: Minimum of 5 years experience in lifestyle management, executive/personal assisting, or business management related fields with a strong focus on travel and high-level support. 

-Project Management: Knowledge of sales and pipeline management

-Travel Expertise: Extensive knowledge of travel logistics (music festivals, premium business travel options/points, luxury destinations, and foreign visa/immigration). Strong ability to create personalized, extensive travel itineraries. 

- Organizational Skills: Exceptional organizational skills with the ability to multitask and prioritize effectively. 

-Financially Adept: Comfortable budgeting, reconciling, and protecting the CEO’s expense account

- Tech-Savvy: Comfortable using various software tools for scheduling, communication, and research. Proficiency with Microsoft Office Suite, Google Suite, Slack, ClickUp, CRM Systems (HubSpot/PandaDoc preferred), and AI integration for efficiency.

- Local Knowledge: Strong understanding of Miami and its high-end services, venues, restaurants, and events. 

- Outstanding communication skills with the ability to interact professionally with high-level executives and clients. Must be knowledgeable to negotiate deals as a proxy to CEO.

- Discretion & Confidentiality: Ability to handle sensitive information with the highest level of confidentiality and professionalism. 

- Flexibility & Adaptability: Must be willing to work flexible hours, including evenings and weekends, as necessary. 

- Proactive & Solution-Oriented: Anticipates needs and solves problems independently while maintaining a positive attitude. 

- Bachelor’s Degree required, preferably in Business or related field

- Experience in digital marketing is a plus!

Benefits & Opportunities:

- Room for Growth: This role offers the potential to grow within the position and expand responsibilities as the household and business evolve. 

- Collaboration: Opportunity to work closely with both the CEO and spouse, providing valuable insights and creating long-lasting relationships. 

- Competitive Salary & Benefits: Compensation based on experience with additional benefits and perks, including opportunities for travel and networking. 

Additional Requirements:

• Must be willing to travel as needed
• Valid driver's license and clean driving record with own vehicle
• Comfortable with a dynamic, ever-changing work environment
• Ability to manage multiple high-priority tasks simultaneously while maintaining quality
• Passion for health, fitness, and personal development aligning with Mina's lifestyle

This position offers a unique opportunity to work closely with a dynamic entrepreneur and play a crucial role in both his personal and professional success. The ideal candidate will be proactive, adaptable, and thrive in a fast-paced, multifaceted environment where they will serve as a critical hub in Mina's business and personal ecosystem.

Note: This position requires significant flexibility, problem-solving ability, and comfort with both business operations and personal support tasks. The ideal candidate will thrive in a dynamic environment and be capable of creating structure amid changing priorities.

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