Executive Assistant

About the Company

Apptics.ai is building an AI-first platform that helps fast-growing direct-to-consumer brands scale more effectively. Created by operators for operators, the product brings subscriptions, payments, checkout optimization, and revenue protection into one system so brands can grow while safeguarding the revenue they generate.

With more than $250M in processed subscription revenue behind it, the company is in a strong growth phase. As it expands internationally, the leadership team is investing in better operational infrastructure and creating an Executive Office that can drive execution, create leverage, and support the next stage of growth.

The Opportunity

The CEO has become the main point of contact for communication, prioritization, and decision-making across the business and is now looking for dedicated Executive Assistant support. This is the company’s first EA hire, offering a rare chance to shape the executive support function from the ground up while making a real impact for a highly entrepreneurial founder.

In this role, you will act as the CEO’s operational partner, reducing mental load by managing communications, coordinating priorities, organizing projects, and making sure key work moves forward without constant executive involvement.

Success will come from building systems, improving workflows, spotting what needs attention before it becomes urgent, and freeing up the CEO to focus more on product innovation, growth, and strategic thinking.

In addition to executive support, the role includes office operations, travel planning, quarterly company offsites, and selected personal administrative tasks, along with helping bring AI and automation into everyday executive workflows.

What the Role Calls For

You are likely a seasoned Executive Assistant who genuinely enjoys being in a support role and thrives on bringing order, structure, and clarity to busy environments. You work independently, take initiative without needing constant oversight, and are adept at anticipating needs before they are voiced.

You do well in fast-moving startup settings where priorities can shift quickly, and you are comfortable using AI and automation to make work more efficient. You communicate professionally, follow through consistently, and prefer building lasting systems over simply checking off tasks. You should also be comfortable handling both business operations and occasional personal logistics.

Responsibilities

• Handle the CEO’s communications across several channels and keep messages organized.
• Filter incoming requests and bring only the most important items to the CEO’s attention.
• Coordinate meetings, prepare agendas and briefing materials, and manage follow-up.
• Track action items and make sure commitments are completed.
• Safeguard executive time by managing priorities and limiting unnecessary interruptions.
• Run day-to-day office operations and keep the workspace organized.
• Manage vendors, invoices, documents, and follow-up tasks.
• Maintain SOPs, documentation, and internal organizational systems.
• Assist with coordination across internal projects and teams.
• Look for ways to improve workflows through AI, automation, and better processes.
• Arrange domestic and international travel.
• Plan quarterly offsites, retreats, conferences, and executive events.
• Oversee logistics, itineraries, vendor coordination, and travel-related communication.
• Support selected cross-functional special projects.
• Manage personal calendars, appointments, travel, and related logistics.
• Help coordinate rental property matters and vendor management.
• Take care of personal errands and administrative requests as needed.
• Support planning for significant personal projects and events.

Requirements

• At least 5 years of experience supporting a CEO, founder, or senior executive in an Executive Assistant capacity.
• Strong skills in executive communication and organization.
• Proven ability to manage demanding calendars, travel, projects, and executive operations.
• Hands-on experience using AI tools such as ChatGPT, Claude, or similar.
• Working knowledge of Google Workspace.
• Experience with project management tools such as ClickUp or similar platforms.
• Ability to use presentation tools such as Canva or comparable software.
• Exposure to automation tools such as Zapier or similar.
• Startup or SaaS experience is strongly preferred.
• A valid driver’s license is required.
• Must be authorized to work in the U.S. without sponsorship.
• Reasonable accommodations are available for qualified individuals with disabilities.

Logistics and Compensation

This is a full-time, in-person position in Walnut Creek, California.

Working hours are approximately 9:00 AM to 5:00 PM PST, with flexibility expected.

The role includes quarterly domestic and international travel.

Compensation is expected to fall between $90,000 and $120,000 per year.

The anticipated start date is 8/15/26.

Benefits information will be shared with finalists.

Additional Information

This recruitment process is being handled on behalf of the company by a third-party hiring partner.