Executive Assistant

Executive Assistant to Founder / CEO

Hydro Source Services

Location: Austin, TX
Position Type: Full-Time

About Hydro Source Services

Hydro Source Services is a growing water and wastewater pump sales and service company serving municipalities, engineers, and contractors across Texas. Our team is focused on delivering reliable infrastructure solutions while building strong relationships throughout the industry.

As the company continues to grow, we are seeking a highly organized, proactive Executive Assistant to support our CEO and CFO; husband and wife team! This role is ideal for someone who thrives in a fast-paced environment and enjoys being the operational backbone that keeps leadership focused on high-impact work.

Role Overview

The Executive Assistant serves as a trusted partner to the founder, ensuring the CEO’s schedule, meetings, travel, and daily environment run smoothly.

This role goes beyond traditional administrative support. The Executive Assistant operates as an extension of the CEO, proactively managing logistics, coordinating projects, and ensuring that operational details never slow down leadership.

Success in this role requires strong organization, attention to detail, proactive communication, and the ability to anticipate needs before they arise.

Core ResponsibilitiesExecutive Support (Primary Responsibility)

Manage the CEO’s schedule and daily logistics so leadership can focus on strategic work.

Responsibilities include:

• Manage and maintain the CEO’s calendar
• Schedule and confirm meetings with clients, vendors, and internal team members
• Coordinate meeting logistics including location, materials, and preparation
• Manage travel planning including flights, hotels, and transportation
• Prepare travel itineraries and monitor travel changes
• Coordinate reservations, lunches, and meeting hospitality
• Ensure meeting materials and documents are prepared in advance
• Assist with email coordination and communication on behalf of the CEO
• Manage personal scheduling items when needed (appointments, reservations, etc.)

Meeting & Hospitality Coordination

Ensure meetings run smoothly and professionally.

Responsibilities include:

• Prepare meeting spaces before guests arrive
• Coordinate coffee, refreshments, or lunch when appropriate
• Greet guests and ensure a professional meeting environment
• Take notes during meetings and track action items when needed
• Send follow-up emails or action items after meetings

Executive Project Coordination

Assist the CEO in tracking and coordinating projects across the organization.

Responsibilities include:

• Track progress on projects the CEO is responsible for
• Follow up with team members on action items
• Coordinate internal initiatives and deadlines
• Help organize information and documentation related to projects
• Maintain visibility into key projects and next steps

Operational Coordination

Support the broader organization with administrative and operational tasks when executive support responsibilities are fully managed.

Examples include:

• Coordinating trade show registrations and event logistics
• Supporting marketing coordination (materials, social media, etc.)
• Posting job listings and assisting with recruiting coordination
• Managing administrative systems such as CRM or task tracking tools
• Coordinating vendors and office logistics
• Assisting with conference or industry event planning

Priority Structure of the Role

To ensure success, responsibilities in this role follow a clear priority structure:

Priority 1 — Executive Support
CEO calendar, meetings, travel, logistics, hospitality, and meeting preparation.

Priority 2 — Executive Projects
Coordinating projects and initiatives the CEO is responsible for.

Priority 3 — Operational Support Tasks
Company administrative and coordination tasks.

Executive support always takes precedence.

What Success Looks Like

A successful Executive Assistant ensures:

• The CEO’s day runs smoothly and efficiently
• Meetings are confirmed and prepared in advance
• Travel and logistics are handled proactively
• Guests and partners experience a professional environment
• Leadership is not pulled into operational details

Required Skills & Qualifications

• Previous experience as an Executive Assistant or similar role
• Strong organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail
• Proactive problem-solving mindset
• Strong written and verbal communication skills
• Ability to anticipate needs and stay ahead of schedules
• Professional presence when interacting with clients and partners

Preferred Experience

• Experience supporting a founder or CEO
• Experience working in a growing small-to-mid sized business
• Familiarity with CRM systems, project management tools, or administrative software
• Experience coordinating travel, events, or industry conferences

Ideal Candidate

The ideal candidate is someone who:

• Thrives on organization and structure
• Enjoys anticipating needs and solving problems
• Takes ownership of tasks and follows them through to completion
• Is comfortable managing many moving parts at once
• Wants to play a key role in supporting a growing company

Why Join Hydro Source Services

• Work directly with company leadership
• Be part of a growing company in the infrastructure industry
• Opportunity to play a meaningful role in supporting the company’s growth
• Collaborative and entrepreneurial work environment

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: In person