Operations Coordinator

About the role

We are seeking exceptional support for our CEO, Mina Elias, 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.

Key Responsibilities

• 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 with the PA to manage the household logistics including the house manager, vendors, cleaners, and service providers; manage maintenance schedules and grocery/household requests. Financials: Manage personal financial transactions and vendor relationships. Lifestyle Coordination: Organize wellness appointments, dining, events and social plans. 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.

Requirements

• Experience: 3+ years in a combined Chief of Staff / Executive Assistant / Personal Assistant / Life Manager role, preferably in a high-growth startup or entrepreneurial environment.
• Technical Savvy: High AI utilization especially Claude. Expert in GSuite, Slack, CRM platforms, Project management ie ClickUp and Notion 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 a car.
• Traits: Proactive, solution-oriented, and "thick-skinned." You must be comfortable giving structured feedback and handling rapid task-switching. You need to be a competitor who's hungry and loves to dominate.

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.