Executive Assistant

JOB SUMMARY

We are seeking an experienced Executive Assistant to support the Chief Operating Officer on-site, as well as remote support for our Chief Commercial Officer and Chief Financial Officer. This role is based 5 days/week on-site in Austin and is designed to increase executive bandwidth by owning day-to-day administrative execution: complex calendar management, meeting logistics and facilitation, internal operating cadence support, and expenses.

The ideal candidate is a strong operator - organized, responsive, professional, and excellent at prioritizing in a fast-moving environment. You will represent and lead with Apptronik’s core values: CHIPC – Curiosity, Humility, Integrity, Passion, Creativity.

Responsibilities

• Own complex calendaring for the COO (and provide overflow support to the CCO and CFO), including proactive conflict resolution, prioritization, and meeting hygiene (agendas, pre-reads, correct attendees, buffers).
• Coordinate on-site meeting logistics: conference rooms, AV, and day-of support to keep meetings on track.
• Support the COO’s internal operating rhythm: scheduling COO staff meetings, leadership touchpoints, and recurring execution cadences.
• Plan and run COO staff offsites (agenda support, rooms, catering, materials, and follow-ups).
• Manage expenses in Concur: timely submission, correct allocations, receipt hygiene, and coordination with Finance as needed.
• Create lightweight tracking mechanisms for the COO (action items, follow-ups, key deliverables) to reduce dropped threads.
• Maintain high discretion handling sensitive information across people, commercial, and financial topics.
• Partner with internal teams (Finance, People, IT, Facilities) to unblock administrative needs quickly.

SKILLS AND REQUIREMENTS

• 6+ years experience as an Executive Assistant supporting senior leaders in a high-velocity, technology company environment (startup, hardware, manufacturing, robotics, or similar preferred).
• Demonstrated strength in calendar management and priority triage (protecting executive time while keeping stakeholders aligned).
• Strong written and verbal communication; crisp follow-through and attention to detail.
• High judgment, discretion, and professionalism with confidential matters.
• Fluency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and collaboration tools (Slack/Zoom or equivalent).
• Experience with expense tools—Concur preferred.
• Operational mindset: anticipates needs, flags conflicts early, and proposes options rather than escalating raw problems.
• On-site availability in Austin, 5 days/week; minimal travel required.

Experience

• Bachelor’s degree preferred, or equivalent relevant experience.
• 6+ years of relevant Executive Assistant experience supporting c-suite executives.