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Added 10 mins ago
Permanent Lead Hand Caretaker (1.0 FTE)
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Full-time
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Added 10 mins ago
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Executive Assistant
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Executive Assistant I
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Participate in personal performance management and development activities, including cross training within own team.

Trivium Group

Executive Assistant

Canada

Pay: Compensation: $50,000-$60,000/year, based on experience
Job type: Full-time
Workplace: Remote
Posting language: English
Posted: Sep 28, 2026

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Original job description

Executive Assistant / Life Manager

Location: Remote

Type: Full-time, 1099 contractor

Compensation: $50,000-$60,000/year, based on experience

Hours: 9-5 EST, 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 About employer

More about this job

Responsibilities

Manage the founder’s business administration and personal logistics, including travel, calendar, inbox, meeting preparation, project tracking, expenses, and household coordination. Build and maintain systems that keep deadlines, communications, and follow-ups organized, while providing reasonable support to a small team.

Requirements

Candidates should have at least three years of experience as an executive assistant, personal assistant, or in a comparable service-driven role, though exceptional candidates with less experience may be considered. The role requires strong organization, initiative, independence, discretion, communication skills, comfort with technology, and US-based availability; Miami candidates able to work on site about two days weekly are preferred.

Skills

Executive Assistance
Personal Assistance
Calendar Management
Travel Coordination
Inbox Management
Meeting Preparation
Project Tracking
Expense Management
Household Coordination
Organization
Proactivity
Resourcefulness
Discretion
Written Communication
Airtable
GoHighLevel

Benefits

Flexible Time Off
Autonomy
Direct Founder Relationship

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Life Manager
Marketing Agency
Founder Support
Travel Booking
Calendar Management
Scheduling
Email Triage
Meeting Agendas
Briefing Notes
Follow-Ups
Project Tracking
Expense Reports
Reimbursements
Accountant Communication
Medical Scheduling
Household Management
Vendor Coordination
Airtable
GoHighLevel
Operations
Project Management
Remote Work
1099 Contractor

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