Executive Assistant

About the Role

This is an onsite position based in Austin, Texas—no remote or hybrid availability. The Executive Assistant to the CEO is the operational anchor of the CEO's day. You own his calendar, travel, inbox triage, meeting logistics, expenses, and the hundreds of small details that must run flawlessly for him to operate at full capacity. You are the gatekeeper, coordinator, and the person who ensures nothing falls through the cracks. As the first point of contact for investors, customers, partners, vendors, and internal team members, how you handle interactions reflects directly on the CEO and VVater. You represent the office of the CEO with polish, warmth, and absolute discretion. You anticipate needs, solve problems proactively, and use modern tools to work faster and smarter.

This role is demanding. The CEO operates at an uncommon pace, and the Executive Assistant operates alongside him. While we respect personal time when the tempo allows, this is a senior seat supporting the top of a fast-moving company. The right person is energized by this responsibility rather than drained by it. If you need rigid, predictable hours, this is not the role for you. If you take pride in being the person a CEO cannot operate without, this is where you want to be.

What This Role Is—and What It Is Not

• 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 (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 job (availability must match the pace of a high-growth CEO)

Responsibilities

Calendar & Time Management

• Own and optimize the CEO's calendar, schedule, reschedule, and protect his time against 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

Travel & Logistics

• Plan and book all travel, including flights, hotels, ground transportation, and 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

Inbox, Communication & Gatekeeping

• 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

Meeting & Event Support

• Prepare the CEO for every meeting, ensuring agendas, briefing notes, background, and materials are 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

Personal & Professional Interface

• 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

AI & Tools

• 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, including files, documents, and systems
• Continuously find ways to make the CEO's day run smoother and more efficiently

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