Senior Executive Assistant (Product, Commercial and Software)

Apptronik; Sunnyvale (CA); On-site; USD 110,000 - 150,000; Full time

Job summary

Apptronik is seeking a Senior Executive Assistant to provide on-site support for the Chief Product Officer, Chief Commercial Officer, and VP of Software in Sunnyvale, CA. The role entails heavy calendar management, end-to-end meeting logistics, and driving the executive operating rhythm with staff meetings and cadence planning.

The ideal candidate will have 8+ years of Executive Assistant experience in fast-moving tech environments, superior communication, discretion, and a proven ability to

Qualifications

• 8+ years of progressive Executive Assistant experience supporting C-suite executives
• Bachelor’s degree preferred or equivalent experience
• Proven ability to manage complex calendars and meeting logistics across multiple time zones

Responsibilities

• Manage complex multi-time zone calendars for assigned executives with proactive conflict resolution
• Coordinate on-site meeting logistics, including room booking, AV setup, and day-of support
• Schedule staff meetings, leadership touchpoints, and recurring execution cadences
• Own end-to-end planning of staff offsites, including agendas, rooms, catering, and follow-ups
• Process expense reporting via SAP Concur with accurate allocations and receipts

Skills

Calendar management

Meeting coordination

Administrative support

Discretion

Communication

Prioritization

Multi-time zone scheduling

Executive support

Education

Bachelor's degree preferred

Tools

SAP Concur

Google Workspace

Slack

Zoom

Job description

• 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
• This role serves as a key representative, embodying Apptronik’s core values: Curiosity, Humility, Integrity, Passion, and Creativity (CHIPC)
• 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

The ideal candidate is a high-impact operator: organized, responsive, professional, and adept at prioritizing and navigating a fast-moving environmentAdvanced proficiency in Google Workspace and modern collaboration tools (Slack, Zoom)Exceptional judgment and discretion when handling sensitive or confidential information8+ years of experience demonstrating progressive growth in Executive Assistant roles, culminating in support at the Senior Executive Assistant level, within high-growth technology, hardware, or robotics environments or similar relevant experienceSuperior written and verbal communication skills with meticulous attention to detail and follow-throughExpertise in strategic calendar management and priority triage to maximize executive productivityProficiency in expense management systems, specifically SAP ConcurProactive operational mindset with a proven ability to anticipate needs and provide solutionsMinimum of 8+ years of relevant Executive Assistant experience directly supporting C-suite executivesBachelor’s degree preferred, or equivalent relevant experienceMust be able to lift 15 pounds at timesVision to read printed materials and a computer screenHearing and speech to communicateProlonged periods of sitting at a desk and working on a computer