Executive Assistant

VVater•Austin, TX

8d•Onsite

About The Position

The Executive Assistant to the CEO is the operational anchor of the CEO's day. This role owns the CEO's calendar, travel, inbox triage, meeting logistics, and expenses, ensuring flawless execution of daily details. The Executive Assistant serves as the first point of contact for many individuals, including investors, customers, partners, vendors, and internal team members, representing the office of the CEO with polish, warmth, and absolute discretion. This role requires a proactive individual who anticipates needs and handles them before they become problems. It is a highly trusted, discreet gatekeeper position that requires a polished, professional first impression and the ability to use modern tools to work faster and smarter. The role offers potential for growth for the right person. It is not a Chief of Staff, strategy, or decision-making role, nor is it a junior or entry-level position. The role is demanding, requiring availability early, late, and on weekends when necessary to handle urgent matters, travel changes, or scheduling conflicts. This is a senior seat supporting the top of a fast-moving company, and the ideal candidate is energized by this responsibility.

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.
Must complete assessment tests as part of the recruitment process.

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.
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.