ROLE
If you are excited by varying projects, no day looking the same, and working with a tight-knit team that sets the entire company up for success - our Personal Assistant role may be for you.
As the Personal Assistant, you will serve as one of the primary gatekeepers to the company's CEO and Founder (two individuals).
Time is the most valuable resource for the CEO & Founder. In this role, your support with personal tasks is essential, allowing the executives to concentrate fully on driving the business forward.
Values alignment is non-negotiable. Due to the proximity, you will have access to the company's founders. It is of the utmost importance that you deeply resonate with values they have set forth...
- Sincere Candor
- Unimpeachable Character
- Competitive Greatness
Our founders are mission-driven, and the goal of the entire administrative team is to make sure that they can focus on the strategy of the business - while we handle the rest.
We consider ourselves the “nucleus” of the organization and take immense pride in the work we do, reflecting our founders' mission and values in all interactions and work we do.
In this role, you will be responsible for everything from researching, booking, arranging travel, office management, and business/personal tasks for the Founder & CEO.
RESPONSIBILITIES:
Excellence in Administrative Support
- Manage calendars with precision, ensuring seamless scheduling of personal appointments and travel, and there are no conflicts with meetings.
- When booking personal appointments, ensure they align with the Hormozis preferences (subject to change)
- Reconfirm the date, time, and location of all appointments and restaurant reservations 1-2 days prior.
- Ensure recurring appointments are scheduled in advance (how early it can be booked is dependent on the personal appointment itself)
- Anticipate the executive’s needs by identifying potential conflicts and proactively updating stakeholders.
- When working on a long-term project, ensure Asana is updated with the most current information by EOD and update the Hormozis, as needed.
- Lean on the rest of the administrative team for context and insight.
- Prepare and refine reports and documents with meticulous attention to detail.
- Complete patient and vendor forms on behalf of the Hormozis.
- Prepare, submit, and track expense reports on behalf of CEO & Founder
- Ensure receipts are tracked and uploaded via Slack
- Ensure all charges over $500 are logged in the Admin Expense Sheet
- Work with Executive Assistants to maintain office/resident efficiency and smooth executive operations.
- Attend weekly administrative meetings to ensure the administrative department as a whole has transparency between tasks.
- Ensure office inventory is well-stocked and organized
- Take meeting minutes, as needed, if EAs are unable to attend.
Transparent and Respectful Communication
- Serve as a trusted liaison between the executive and external stakeholders (such as vendors and Hormozi’s guests), fostering open, honest dialogue.
- Handle vendor and personal friend/family inquiries and correspondence with professionalism, balancing clarity and empathy in responses as you are a representative of the Hormozis.
- Serve as the primary point of contact for high-profile relationships, ensuring consistent communication and engagement.
- Ensure all invited guests of the Hormozis are communicated with as soon as possible, one week before the event, the day before, and the day of.
- Provide a warm welcome upon the guest’s arrival by providing a tour of the HQ (if applicable) and escorting them to their destination within the office.
- Ensure their favorite snacks, meals, and/or beverages are provided
- Provide a small token of appreciation (preferably a custom item that is catered to their preferences - things to consider is if they have a family, a pet, etc)
- Research friends and family and manage gifts for special occasions and holidays.
- Set reminders to message Hormozis via Slack for special dates.
- Thoughtful gifts are sent on behalf of the Hormozis
- Provide constructive input and clear updates on tasks, ensuring alignment on priorities and objectives.
- Update Asana with the most up-to-date information by EOD everyday
- Communicate updates with the rest of the administrative team during weekly meetings
Seamless Travel & Event Coordination
- Plan and manage complex travel arrangements, ensuring logistics run flawlessly.
- Ensure travel is booked well in advance and reservations are confirmed and reconfirmed (reconfirmation should occur one-week prior to travel and then the day before reservations).
- Follow travel SOP and guidelines via Asana
- Organize events, meetings, and off-sites (travel for business, restaurant reservation, etc), maintaining a commitment to high standards and smooth execution.
- Assist with set-up for the Hormozis during in-person meetings
- Ensure their preferred snacks and beverages are provided.
- Communicate potential issues proactively, offering thoughtful recommendations for resolution.
Relations & Discretion in Personal Assistance Tasks
- Handle personal matters, errands, and household coordination.
- Serve as the main point of contact for all personal vendors and Hormozi’s friends and family on personal visits.
- Follow the Hormozi Residence guidelines
- Ensure items are stocked at the Hormozi residence
- Maintain facilities by taking proactive measures
- Recurring HVAC maintenance
- Running all plumbing fixtures during resident visits
- Ensure residence is decorated according to each season
- Manage housemaid for quality assurance
- Communicate with the housemaid when she is scheduled to be at the residence.
- Inspect the residence (when applicable) for any areas that need to be addressed or areas of focus.
- Ensure dry cleaning cadence is on track
- Manage stylist
- Work with the stylist to ensure the stylist board in Asana is updated
- Ensure clothes for all seasons are ordered promptly, and Mrs. Hormozi is given ample time to review.
- Manage returns, as necessary
- Work with store contacts for orders, returns, and deliveries.
- Work with the Executive Protection team when needing to run errands to optimize time.
- Maintain the highest standards of integrity in managing personal requests.
- Personal matters are to not be discussed outside of the administrative team.
- Protect the executive’s privacy while ensuring all personal commitments are met seamlessly.
- The executives' household matters are to not be discussed outside of the administrative team.
Proactive Time & Task Management
- Prioritize and track tasks to guarantee the timely execution of key deliverables.
- Self-manage due dates in Asana according to the executives’ priorities
- Identify conflicts early and provide solutions to maintain efficiency.
- Continuously seek ways to optimize time and focus for the executive.
RESULTS
- Projects are managed in Asana in a transparent and organized manner and updated regularly
- Founder & CEO calendars are organized 3-6 months ahead.
- Founder & CEO rarely ask for personal items to be done because they should already be proactively attended to.
- Residence and offices are well-kept.
- Personal appointments are set and pre-scheduled as requested, keeping in mind distance, drive times, and time between events to accommodate the Executive’s life.
- Stakeholders and colleagues experience transparent, respectful communication in every interaction.
- Personal and professional commitments are handled without compromising the executive’s reputation or privacy.
- The Executive’s calendar is pre-planned each week or created/reviewed the week before. Maker time and Quiet days are always guarded and blocked.
- The Founder/CEOs household and office are maintained, cleaned, and organized.
REQUIREMENTS
- Works well under tight deadlines and pressing situations
- Ability to adapt to a fast-growing company
- Proven success with project management
- Strong communication skills include but are not limited to, discretion and confidentiality, adaptability, active listening, precision and articulateness, and nonverbal communication.
- Proficiency in writing emails, memos, reports, and other documents with clarity, precision, and professionalism.
- Consistently maintains a positive attitude and represents the CEO’s professional demeanor.
- Ability to maintain accuracy and discretion under pressure
- Consistently acts with integrity, safeguarding confidentiality and trust.
- High level of initiative and problem-solving ability
- Exceptional attention to detail when managing high-level administrative tasks such as coordinating executive schedules.
- Minimum of 2 years administrative assistant experience
- The ability to anticipate Founder & CEO 3-5 steps ahead is key
- Lives in Las Vegas, NV
- Willing to be on-call, as needed
- Willing to be available outside of “working hours”
REPORTS TO:
BENEFITS:
- Acquisition.com believes great people are at the center of every successful business.
- Medical, Vision, Dental Benefits
- 401(k) with employer match
- Flexible PTO
COMPENSATION:
ACQUISITION.COM CORE VALUES:
Our core values are the heart and soul of this incredible company. The right person for this role will appreciate each of these values, personally subscribe to them, and understand why each is critical to having a great business.
Competitive Greatness
Be at your best when your best is needed. Enjoyment of a hard challenge. Those who have the drive to constantly improve, the superior intellect and long term commitment to see incremental improvements become compounding returns.
Sincere Candor
Have the self awareness to accurately perceive and communicate hard truths that improve others and self, the courage to do so, and the humility to accept them, even when it hurts. Nothing great can be built without feedback: internally or externally.
Unimpeachable Character
Be the type of person with whom people are always proud to associate, personally and professionally. We look for true alignment of thoughts, words, and actions towards a goal worth pursuing.
Job Type: Full-time
Pay: $70,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Relocation assistance
- Vision insurance
Schedule:
- 10 hour shift
- Monday to Friday
- On call
- Weekends as needed
Work Location: In person
