Executive Assistant

Yutori Method™ is managing the recruitment for this role.

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

About The Company

Apptics.ai is redefining how high-growth direct-to-consumer brands scale. Built by operators for operators, the company’s AI-native platform combines subscriptions, payments, checkout optimization, and revenue protection into a single system designed to help brands grow faster while protecting the revenue they’ve worked hard to build.

Backed by more than $250M in processed subscription revenue, Apptics is in an exciting stage of growth. As the business continues to scale globally, the leadership team is investing in world-class operational infrastructure and building an Executive Office that can create leverage, drive execution, and support the company’s next chapter.

The Opportunity

As the business continues to scale, the CEO has become the central hub for communication, prioritization, and decision-making across the organization and is ready for dedicated Executive Assistant support. This is the company’s first Executive Assistant hire and a unique opportunity to build the executive support function from the ground up while creating meaningful leverage for a highly entrepreneurial founder.

You’ll become the CEO’s operational partner, helping reduce cognitive load by managing communication, coordinating priorities, organizing projects, and ensuring important work continues moving without constant executive involvement.

Success in the role is measured by creating systems, improving workflows, proactively identifying what needs attention, and enabling the CEO to spend more time focused on product innovation, business growth, and strategic thinking.

Beyond executive support, you’ll also play an important role in office operations, travel coordination, quarterly company offsites, and selected personal administrative responsibilities while helping introduce AI and automation into everyday executive workflows.

The Right Fit

You are someone who:

• Is a career EA that loves the support seat
• Takes ownership without needing constant direction or follow-up
• Naturally creates structure, organization, and clarity
• Is highly proactive and anticipates needs before they’re communicated
• Thrives in fast-paced startup environments with changing priorities
• Is comfortable leveraging AI and automation to improve efficiency
• Communicates professionally and follows through relentlessly
• Enjoys building systems rather than simply completing tasks
• Is equally comfortable supporting business operations and occasional personal logistics

Job Responsibilities

Executive Administration & CEO Enablement

• Manage executive communications across multiple communication platforms
• Triage requests and surface only the highest-priority items requiring CEO attention
• Coordinate meetings, agendas, briefing materials, and follow-up
• Track action items and ensure commitments are completed
• Protect executive focus by managing priorities and reducing interruptions

Business Administration & Office Operations

• Oversee day-to-day office operations and organization
• Coordinate vendors, invoices, documentation, and administrative follow-up
• Maintain SOPs, documentation, and organizational systems
• Support project coordination across internal teams
• Identify opportunities for AI, automation, and workflow improvements

Travel, Events & Project Coordination

• Coordinate domestic and international travel
• Plan quarterly offsites, retreats, conferences, and executive events
• Manage logistics, itineraries, vendors, and travel-related communication
• Support cross-functional special projects

Personal Executive Support

• Coordinate personal scheduling, appointments, travel, and logistics
• Assist with rental property coordination and vendor management
• Handle personal errands and administrative requests
• Support planning for major personal projects and events

Requirements

• 5+ years supporting a CEO, founder, or senior executive as an Executive Assistant
• Strong executive communication and organizational skills
• Extensive experience managing complex calendars, travel, projects, and executive operations
• Demonstrated AI proficiency (ChatGPT, Claude, or similar)
• Google Workspace
• Project management software (ClickUp or similar)
• Presentation tools (Canva or equivalent)
• Experience with automation tools (Zapier or similar)
• Startup or SaaS…