Senior Executive Assistant - Product, Commercial and Software

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 Applied 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 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.

Provide high-touch, ad-hoc front desk and reception coverage, delivering a welcoming experience for visiting executives, board members, and VIP guests.

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.

Demonstrated experience coordinating multi-office logistics and workflows across distributed teams and regional hubs spanning multiple states and time zones.

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 expe …