Executive Administrative Assistant to CEO

Life Manager / Executive Assistant

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 Assistant to support CEO, a high-performing individual, who owns many businesses across multiple industries. The ideal candidate will be his right-hand supporting him in all aspects of his life, including business, personal and travel among other responsibilities, and will support both him and his wife.

This is a strong execution and management role, where you will be working with over 90 employees across multiple organizations he owns, handling many different tasks. It is a very dynamic role with incredibly high impact, as you will be helping drive these businesses forward with Mina and improving his life.

If you are a high-ownership operator who thrives in solving problems and facing challenges in a fast-paced environment, you will love this role.

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 the house manager, 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.

Continuous Improvement

• This role is continuously evolving and different things will be required from time to time and over time. The main goal is to buy back Mina's time.