Executive Assistant

VVater • Austin, TX

7d • Onsite

About The Position

The Executive Assistant to the CEO is the operational anchor of the CEO's day. You own his calendar, his travel, his inbox triage, his meeting logistics, his expenses, and the hundreds of small details that must run flawlessly for him to operate at full capacity. You are the gatekeeper, the coordinator, and the person who makes sure nothing falls through the cracks. You are the first point of contact for many people trying to reach the CEO, investors, customers, partners, vendors, and internal team members. How you handle them reflects directly on him and on VVater. You represent the office of the CEO with polish, warmth, and absolute discretion. You anticipate. You do not wait to be asked. You see what is coming and you handle it before it becomes a problem. This role IS: The master of the CEO's calendar, travel, inbox, and logistics. A highly trusted, highly discreet gatekeeper to the office of the CEO. A proactive anticipator who solves problems before they surface. A polished, professional first impression for investors, customers, and partners. An AI-native operator who uses modern tools to work faster and smarter. A seat with real growth potential for the right person. This role IS NOT: A Chief of Staff role (that is, a separate, strategic operating seat). A strategy or decision-making role (you enable decisions, you do not own them). A junior or entry-level position (this requires a seasoned, senior EA). A 9-to-5. This role is demanding. The CEO operates at an uncommon pace, and the Executive Assistant operates alongside him. That means being reachable early, late, and on weekends when something genuinely needs handling, a travel change, an urgent scheduling conflict, an investor or customer who needs a response. We are not asking anyone to be on call every hour of every day. We are transparent and respectful of personal time when the tempo allows. But this is a senior seat supporting the top of a fast-moving company, and the right person is energized by that responsibility rather than drained by it. If you need rigid, predictable hours, this is not your seat. If you take pride in being the person a CEO cannot operate without, this is exactly where you want to be.

Requirements

• 5+ years of experience as an Executive Assistant supporting a C-level executive, ideally a CEO or Founder
• Proven mastery of complex calendar management, domestic and international travel coordination, and expense management
• Exceptional written and verbal communication; polished, professional, and error-free
• Impeccable organization and attention to detail, nothing falls through the cracks
• Demonstrated discretion and sound judgment in handling highly confidential information
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and modern productivity tools
• Comfort and fluency with AI tools (Claude, Claude Code, ChatGPT, Copilot, or equivalents)
• The ability to anticipate needs, work independently, and thrive in ambiguity and rapid change
• A calm, unflappable, solutions-oriented temperament under pressure
• Availability and responsiveness that match the pace of a high-growth CEO
• Assessment tests are required as part of our recruitment process. Unfortunately, should you elect not to participate in completing the assessment tests, your application will not be able to progress to the next stage or will not be taken into consideration during evaluation.

Responsibilities

• Own and optimize the CEO's calendar, schedule, reschedule, and protect his time against his top priorities
• Resolve competing demands and conflicts with sound judgment about what matters most
• Build in preparation time, travel time, and buffer where the CEO needs it
• Keep the CEO on time and on track throughout each day
• Plan and book all travel, flights, hotels, ground transportation, itineraries, domestic and international
• Build detailed, contingency-ready travel itineraries and adjust in real time when plans change
• Coordinate logistics for conferences, customer visits, investor meetings, and site commissioning trips
• Handle the CEO's expenses, reimbursements, and receipts accurately and on time
• Triage the CEO's inbox, surface what needs his attention, handle what does not, and draft responses on his behalf
• Serve as the first point of contact for the office of the CEO; screen and route requests with discretion and judgment
• Draft, proofread, and format correspondence, communications, and documents
• Manage follow-ups and ensure the CEO's commitments are tracked and met
• Prepare the CEO for every meeting, agendas, briefing notes, background, and materials ready in advance
• Coordinate internal and external meetings, including logistics, catering, and technology setup
• Capture notes and action items when needed and drive follow-through
• Support board meetings, investor gatherings, and executive events end-to-end
• Provide light personal support to the CEO where professional and personal logistics intersect, handled with total discretion
• Coordinate with the Chief of Staff, executive team, and People & Administration on shared priorities
• Manage confidential information with absolute discretion; what happens in the CEO's office stays in the CEO's office
• Use modern AI tools (Claude, Claude Code, ChatGPT, Grok, and others) to draft, summarize, research, and work faster
• Keep the CEO's digital workspace organized, files, documents, and systems
• Continuously find ways to make the CEO's day run smoother and more efficiently

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed