Executive Administrative Assistant

About the Opportunity

HVI (Hydro-Vac, Inc.) is growing fast—and we’re looking for someone who can help us keep up.

We’re a family-owned underground utility and trenchless pipe repair contractor based in Lakeville, MN. We specialize in hydro excavation, sewer jetting, televising, trenchless repairs, and more. Our team is small but mighty, and we take pride in delivering quality work to clients all over Minnesota and the Midwest.

This role isn’t your average Executive Assistant gig. It’s high-impact, fast-paced, and constantly changing. You’ll support our Chief Operating Officer as we expand our trenchless sewer division and grow the business.

You’ll be working directly with a young, energetic Chief Operating Officer who’s building fast and thinking big. He’s looking for a sharp, outgoing right-hand person—someone who’s driven, adaptable, and always looking to stay two steps ahead while growing alongside the company.

Do you have extensive experience in an Administrative Assistant role, but would like more responsibility and a change of pace? This may be perfect for you.

We need someone who can think fast, act faster, and stay two steps ahead of our leadership team at all times. You’ll be wearing a lot of hats—and hopefully enjoying it along the way.

Do you want a company that has a clear vision and a big mission? This may be perfect for you.

You will have the opportunity to grow with the company and expand into a bigger operational role while leading your own team.

*** Our Company Values -- Pasted at the Bottom of This. ***

The Office Vibe

You’ll work from our Lakeville office (no remote). The environment is a blend of business and family: you might run into a golden retriever, hear kids laughing in the background, or chat with the COO’s wife or mother-in-law while grabbing coffee. It's fun, relaxed, and real—but make no mistake: we get things DONE.

Key Responsibilities

Admin & Ops Support

• Manage calendars, emails, calls, and task lists for the COO
• Schedule meetings, site visits, and internal check-ins
• Ensure project success both on-site and on-paper.
• Organize files and workflows inside Google Drive and our other systems
• Coordinate onboarding paperwork, certifications, and DOT/CDL renewals
• Help keep the office running smoothly (supplies, maintenance reminders, etc.)

Sales & Business Development Support

• Pre-qualify inbound leads and collect initial details
• Research and vet project opportunities via ConstructConnect, QuestCDN, MnDOT, etc.
• Organize bid folders, track planholder lists, and assist with proposals
• Sit in on project meetings and help with follow-up items

Client & Vendor Experience

• Act as a point of contact for follow-ups, collecting COIs, W9s, and paperwork
• Help us deliver a world-class client experience (cards, gifts, post-project surveys)
• Build and maintain positive vendor relationships

Finance & Reporting

• Assist with invoicing prep (on high-value projects) and tracking outstanding receivables for said projects
• Compile internal reports on bids, leads, project statuses
• Support quarterly strategy recaps and data analysis for leadership

Project Close-Out

• Help compile close-out documentation (videos, photos, final reports)
• Ensure all client files are complete, clean, and adequately archived

What We’re Looking For

Personality

• Moves fast, thinks ahead, and thrives in organized chaos
• Friendly, professional, and adaptable
• Handles problems before they escalate
• Genuinely enjoys helping others and being part of a tight-knit team

Ability

• Excellent with calendars, digital organization, and juggling priorities
• Great communicator (written verbal)
• Quick learner with tools like Google Workspace, CRMs, and bidding platforms
• Strong time management, confidentiality, and attention to detail

Experience

• 2 years in an admin-heavy role
• Experience must include the handling of high-value tasks
• Experience in a service-based company, construction company, or similar environment is a plus
• Comfortable using or learning systems like ConstructConnect, QuestCDN, Google Drive
• Bonus: Open to occasional travel for industry conferences with leadership team

Pay & Perks

• $50,000 to $65,000 depending on experience
• PTO Paid Holidays
• Performance-based bonus potential
• Flexible (but in-office) schedule
• Opportunity to grow with a company on the rise
• A fun, hardworking team culture—with a dog in the office.

Interested?

We’re moving fast, and we want the right person in this seat. If you’re someone who loves systems, thrives in a support role, and wants to grow alongside a business that’s going places—apply now.

Please include a resume and a short cover letter.

-- Our Values ---

• People First, Always

We put people before profit — our customers, our team, and our communities.

• Own the Outcome

We take extreme ownership of every job — start to finish, rain or shine.

• Serve with Excellence

Like Chick-fil-A, we deliver fast, clean, and top-quality service — no excuses.

• Respect the Craft

We honor the trades by working hard, training harder, and operating with pride.

• Stay Humble, Stay Hungry

We keep learning, keep growing, and never settle for “good enough.”

• Communicate Like Pros

We believe clear, proactive communication builds trust — with clients and within our crew.

• Leave It Better

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• Paid time off
• Tuition reimbursement

Schedule:

• Monday to Friday

Application Question(s):

• Do you require employer provided insurance benefits?

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 2 years (Preferred)
• Project management: 2 years (Preferred)
• Assistant: 2 years (Preferred)
• Executive administrative support: 1 year (Preferred)

Work Location: In person

Salary : $50,000 - $65,000