Senior Executive Assistant - Product, Commercial and Software

JOB SUMMARY

Apptronik is seeking an experienced Senior Executive Assistant to provide on-site support for the Chief Product Officer, Chief Commercial Officer, and Vice President of Software. Based in our new Sunnyvale, CA office, this role is essential for maximizing executive productivity by expertly managing all administrative execution, including complex calendar management, end-to-end meeting logistics and facilitation, internal operating cadences, and expense reporting. The ideal candidate is a high-impact operator: organized, responsive, professional, and adept at prioritizing and navigating a fast-moving environment. This role serves as a key representative, embodying Apptronik’s core values: Curiosity, Humility, Integrity, Passion, and Creativity (CHIPC).

RESPONSIBILITIES

• Strategically manage complex, multi-time zone calendars for the assigned executives, proactively resolving conflicts and ensuring robust meeting hygiene (agendas, pre-reads, attendance, and buffers).
• Coordinate all on-site meeting logistics, including conference room booking, AV setup, and day-of support to ensure smooth meeting execution.
• Facilitate and maintain the executive’s internal operating rhythm by scheduling staff meetings, leadership touchpoints, and recurring execution cadences.
• Own the end-to-end planning and execution of staff offsites, covering agenda support, rooms, catering, event planning, materials and follow-ups.
• Manage timely and accurate expense reporting via SAP Concur, ensuring correct allocations, receipt hygiene, and coordination with finance as needed.
• Adopt a strategic, organized approach to all tasks; implement lightweight tracking mechanisms (action items, follow-ups, key deliverables) to ensure operational excellence and prevent dropped threads.
• Maintain the highest level of discretion when handling sensitive people, commercial, and financial information.
• Proactively partner with internal teams to swiftly unblock administrative needs.

SKILLS AND REQUIREMENTS

• 8+ years of experience demonstrating progressive growth in Executive Assistant roles, culminating in support at the Senior Executive Assistant level, within high-growth environments. 
• Expertise in strategic calendar management and priority triage to maximize executive productivity.
• Superior written and verbal communication skills with meticulous attention to detail and follow-through.
• Exceptional judgment and discretion when handling sensitive or confidential information.
• Advanced proficiency in Google Workspace and modern collaboration tools.
• Proficiency in expense management systems, specifically SAP Concur.
• Proactive operational mindset with a proven ability to anticipate needs and provide solutions.
• On-site presence required 5 days/week in Sunnyvale, CA (640 W California Ave, Suite 100, Sunnyvale, CA 94086)

EXPERIENCE

• Bachelor’s degree preferred, or equivalent relevant experience.
• Minimum of 8+ years of relevant Executive Assistant experience directly supporting C-suite executives.
• Experience supporting two or more executives simultaneously is strongly preferred.

PHYSICAL REQUIREMENTS 

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
• Vision to read printed materials and a computer screen
• Hearing and speech to communicate

The annual salary range is $150,000 - $185,000 base