Senior Executive Assistant Sunnyvale, Ca.

Apptronik Systems, Inc.; Sunnyvale (CA); On-site; USD 150,000 - 175,000; Full time

Job summary

Apptronik Systems, Inc. is searching for a Senior Executive Assistant based in Sunnyvale, CA to support the Chief Product Officer, Chief Commercial Officer, and Vice President of Software. This role maximizes executive productivity by expertly managing complex calendars, meeting logistics, and expense reporting.

The ideal candidate has over 8 years of experience in Executive Assistant roles, particularly in high-growth technology environments, with strong communication and operational skills. A proactive approach and on-site presence are required.

Qualifications

• 8+ years of experience as an Executive Assistant, supporting C-suite executives.
• Expertise in managing complex, multi-time zone calendars.
• Proficient in expense management systems like SAP Concur.

Responsibilities

• Manage complex calendars for executives and resolve conflicts.
• Coordinate on-site meeting logistics and AV setup.
• Facilitate internal operating rhythm by scheduling meetings.

Skills

Strategic calendar management

Superior communication skills

Exceptional judgment and discretion

Advanced proficiency in Google Workspace

Proficiency in SAP Concur

Tools

Google Workspace

SAP Concur

Slack

Zoom

Job description

Apptronik is a human‑centered robotics company developing AI‑powered robots to support humanity in every facet of life. Our flagship humanoid robot, Apollo, is built to collaborate thoughtfully with people, starting with critical industries such as manufacturing and logistics, with future applications in healthcare, the home, and beyond.

We operate at the cutting edge of embodied AI, applying our expertise across the full robotics stack to solve some of society's most important problems. You will join a team dedicated to bringing Apollo to market at scale, tackling the complex challenges like safety, commercialization, and mass production to change the world for the better.

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 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, planful 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 & Requirements

• 8+ years of progressive experience in Executive Assistant roles, culminating in support at the Senior Executive Assistant level within high‑growth technology, hardware, or robotics environments or similar relevant experience.
• 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 (Slack, Zoom).
• 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.

Experience

• Minimum of 8 years of relevant Executive Assistant experience directly supporting C‑suite executives.

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 - $175,000 base.

*This is a direct hire. Please, no outside Agency solicitations.

Apptronik provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.