Executive Assistant

Executive Assistant & Community Manager

Location: Orange County / Irvine, CA

Type: Full-time, Hybrid

Company: Vatic Pro

Vatic Pro is a fast-growing pickleball equipment brand focused on building high-performance products and a passionate player community. We are looking for a highly organized, sharp, and dependable Executive Assistant & Community Manager to support day-to-day business operations, manage customer and ambassador communications, and help execute email marketing initiatives.

This is a hybrid, full-time role for someone based in or near Orange County who is comfortable moving between detailed customer-service work, community building, marketing execution, and executive support. The right person is proactive, highly communicative, organized under pressure, and able to represent the Vatic Pro brand with sound judgment and a helpful, professional tone.

What You’ll DoCustomer Communication & Support

• Manage and respond to a high volume of customer emails, including nuanced product, shipping, warranty, order, and account inquiries.
• Resolve complex customer situations with empathy, accuracy, and strong attention to detail.
• Learn Vatic Pro’s product lineup, paddle specifications, policies, and brand voice in order to provide clear and helpful support.
• Identify recurring questions, operational issues, and customer feedback trends, then communicate them to the appropriate internal team members.
• Escalate sensitive or high-priority issues when necessary and ensure they are followed through to resolution.
• Help maintain and improve customer-service systems, templates, workflows, and internal documentation.

Ambassador Community Management

• Serve as a primary point of contact for Vatic Pro’s ambassador community of several thousand members.
• Manage ambassador emails, questions, applications, program updates, discount-code requests, product inquiries, and other communications.
• Keep ambassador records organized and up to date.
• Help maintain a positive, engaged, and well-informed ambassador community that reflects the Vatic Pro brand.
• Coordinate ambassador announcements, program updates, product launches, promotional opportunities, and feedback collection.
• Identify standout ambassadors, community trends, content opportunities, and potential issues for the broader team.
• Help develop systems that make the ambassador program more scalable, organized, and valuable for both ambassadors and the company.

Email Marketing

• Assist with the planning, creation, scheduling, and execution of email marketing campaigns.
• Build and send campaign emails, product-launch announcements, promotional emails, ambassador communications, and customer lifecycle flows.
• Coordinate campaign details, including product information, creative assets, offers, links, audience segments, and send timing.
• Review emails carefully for formatting, accuracy, functionality, and brand consistency before launch.
• Monitor campaign performance and help identify opportunities to improve opens, clicks, conversions, and customer engagement.
• Support the ongoing improvement of automated email flows, customer segmentation, and retention marketing.

Executive & Business Operations Support

• Provide administrative and operational support to company leadership.
• Help manage priorities, follow-ups, meeting notes, internal communications, and task coordination.
• Assist with special projects across e-commerce, product development, operations, customer experience, wholesale, and marketing.
• Maintain organized files, trackers, calendars, reports, and operational documents.
• Help ensure important deadlines, customer commitments, product launches, and internal projects stay on track.
• Take ownership of projects and tasks that may fall outside a traditional job description when needed in a fast-moving business.

What We’re Looking For

Bachelor’s degree required, preferably in business, marketing, communications, management, or a related field.

Based in or able to commute to the Orange County / Irvine area for a hybrid work schedule.

Excellent written communication skills, with strong grammar, clarity, judgment, and attention to tone.

Comfortable writing polished customer-facing emails that feel human, helpful, and on-brand.

Highly organized, detail-oriented, and reliable with sensitive information and time-sensitive tasks.

Able to manage multiple priorities without losing track of important details.

Strong problem-so…