Executive Assistant / Chief of Staff to the CEOFull-time, Mon–Fri 9–5 + on-call for urgent items : $3,000 - $4,000/month + performance increasesAbout the roleMina Elias is a founder and CEO who runs several companies across Amazon growth (Trivium Group, #170 on the Inc. 5000, 300+ brands served), aesthetics (MDW Aesthetics) and executive placement, with 90+ people across them. He moves fast, has more ideas than hours, and runs his businesses with a stack of AI agents alongside his team.You'll be his right hand. You'll protect his time, turn his ideas into projects that get finished, and keep his business and personal life running without him having to think about it. We measure this role by one number: how many hours a week you give back to Mina.This is not a "manage the calendar and wait for instructions" job. You'll start as a high-level EA, and as you earn trust you'll grow into a true Chief of Staff: you'll run projects, hold people accountable and represent Mina in meetings.What you'll ownChief of Staff: business and executionTurn Mina's ideas, voice notes and meeting decisions into clear projects with owners and deadlines, then follow up until they're doneKeep a rolling, prioritized to-do list for Mina. Every item comes with context, a recommended solution and a clear "I can handle this" or "I need your decision"Filter everything that reaches Mina from his teams, and bring him only what really needs him, in short numbered listsPrepare for and follow up on leadership meetings: agendas, notes, action items, accountabilityLead special projects from start to finish (launches, events, new ventures, vendor or tool rollouts)Support deals and partnerships:



pipeline follow-up in HubSpot and contracts in PandaDoc/DocuSignOver time, attend meetings and make decisions on Mina's behalfExecutive supportRun a complex calendar across companies and time zones: plan the week ahead, protect focus time, and prepare Mina for every meetingTriage his inbox and messages, draft replies in his voice, and handle sensitive communications discreetlyHandle expenses, invoices and vendor payments, and reconcile across entitiesTravel and personal operationsPlan and book premium international travel end to end, including loyalty points, lounges, concierge services, detailed itineraries and backup plansOrganize multi-week trips, retreats and eventsCoordinate the household: house manager, vendors, cleaners, maintenance, wellness appointments, dining and social plansWork closely with Mina's partner so personal priorities never fall through the cracksSystems and AIBuild and maintain the operating system around Mina: SOPs, trackers and recurring processes in ClickUp, Notion, Slack and Google WorkspaceUse AI tools (Claude, ChatGPT and our in-house AI agents) every day to do the work of several people. If a task repeats, you automate it or document itWhat success looks like30 days: You own Mina's calendar, inbox triage, travel and the rolling to-do list. Nothing he asks for gets lost.60 days: You run the weekly priorities review, chase every open item without being asked,



and have documented the core SOPs.90 days: Mina hands you whole projects, not just tasks. His teams come to you first. You can measure 10+ hours a week bought back.Must-haves3+ years as an EA, Chief of Staff or Life Manager supporting a founder or CEO directly (business and personal side)A track record of owning projects from start to finish, not just coordinating themAdvanced international travel planning and complex schedulingHeavy daily use of AI tools and strong skills in Google Workspace, Slack, spreadsheets and a project management tool (ClickUp/Notion/Asana)Excellent written English: clear, concise, and able to write in Mina's voiceComplete discretion with confidential business, financial and personal informationNice-to-havesExperience in a high-growth startup, agency, e-commerce or multi-business founder environmentHubSpot, PandaDoc/DocuSign, or finance/bookkeeping basicsYou've built automations (Zapier, Make, AI workflows)You've managed or coordinated household staff or a small teamWho thrives hereHigh ownership. You see the problem, bring two solutions, and fix it before anyone asksCalm under chaos. You switch between a board-level email and a broken AC without dropping eitherThick-skinned and direct. You take blunt feedback well, and you'll push back when something is offCompetitive and hungry. You want to be the best at this, and you want to grow into a Chief of StaffCompensation and benefits$3,000 - $4,000/month, with performance-based increases36 PTO days a yearDirect mentorship from Mina and a clear path to Chief of StaffExposure to high-level founders and unique travel#J-18808-Ljbffr

📌 Senior Executive Assistant (Madrid)
🏢 Trivium
📍 Madrid