Executive Assistant to CEO

Job description

Welcome to Apothékary™, where Nature is Medicine™. We harness the intelligence of nature by creating clean, effective herbal remedies that target the root cause of health imbalances like helping to ease stress, support the gut, strengthen immunity, boost energy, and sharpen mental focus. Our herbal formulas feature traditional herbs from several medicinal modalities including Ayurveda, traditional Chinese medicine (TCM), Japanese Kampo, and Western herbalism. We believe in getting to the root cause of health issues and herbs can be a great place to start your journey and promote wellness for the long-term.

We were founded in early 2019 by Shizu Okusa, a serial entrepreneur in the wellness industry and named E&Y’s Entrepreneur of the Year 2021. After leaving an intense finance career, she became inspired to live a more balanced lifestyle and revisit her Japanese roots and passion for herbal medicine. Shizu set out to help others regain their holistic health using traditions she grew up with and ones she learned along the way.

Why work with us?

1. You will get the chance to be an early team member at a fast-growth health & wellness startup disrupting the intersection of food and medicine – preventative healthcare rooted in herbal medicine
2. We are growing fast (100x growth in two years, over $16M in capital raised, and quadrupled the size of the team in the last 9 months)
3. We’re a tight-knit, passionate team, where you’ll learn a ton and have ownership over your responsibilities.
4. Work with a seasoned second-time founder and executive team

The role:

We’re seeking a proactive, highly organized Executive Assistant who will serve as a strategic partner to our CEO. This is not just about supporting the CEO—it’s about thinking ahead, problem-solving proactively, and making decisions that free up the CEO’s time to focus on scaling the company. You think two steps ahead, anticipating needs, identifying challenges before they arise, and taking ownership of solutions rather than waiting to be told what to do. You’re agile and adaptable, able to pivot quickly in a fast-moving environment where priorities can shift rapidly. You love technology and efficiency, and you’re excited to leverage AI tools, automations, and smart processes to work smarter, not harder. This unique role combines traditional EA responsibilities with content creation, requiring someone who can seamlessly shift between managing complex schedules and crafting compelling narratives that amplify our CEO’s voice and vision.

Responsibilities:

Executive Support & Efficiency Optimization:

• Manage the CEO’s calendar with strategic prioritization, ensuring time aligns with company growth objectives and the most critical business priorities
• Coordinate complex domestic and international travel, optimizing itineraries for maximum efficiency and anticipating potential issues before they arise.
• Anticipate the CEO’s needs for every meeting by preparing detailed agendas, briefing materials, and comprehensive summaries of key takeaways and action items
• Serve as a liaison between the CEO and internal/external stakeholders, maintaining professional relationships
• Handle confidential business matters including board materials, investor relations, and strategic partnerships with the highest level of discretion and professionalism
• Anticipate needs and proactively solve problems before they arise
• Handle confidential information with the utmost discretion
• Manage special projects and cross-functional initiatives on behalf of the CEO
• Monitor and respond to the CEO’s inbox with discretion, flagging priorities and drafting responses that reflect the CEO’s voice and decision-making style
• Leverage AI tools to track KPIs, analyze performance metrics, and improve operational efficiency across the organization
• Identify opportunities to use AI to automate repetitive tasks and streamline workflows, making the executive function more efficient and scalable

Content Creation & Executive Communications:

• Draft and edit internal communications, including company-wide emails, memos, and announcements
• Create content for the CEO’s thought leadership presence on LinkedIn and other relevant platforms, helping to build the CEO’s personal brand and industry visibility
• Write and edit articles, blog posts, and speaking engagement materials that reflect the CEO’s authentic voice and perspective on wellness, entrepreneurship, and leadership voice and perspective
• Develop compelling narratives around company milestones, product launches, and strategic initiatives to tell Apothékary’s story to both internal and external audiences
• Manage the CEO’s personal brand presence across digital channels and capture key insights from meetings to transform into shareable content.
• Collaborate with marketing team to align CEO messaging with brand voice and company initiatives
• Research wellness industry trends and the competitive landscape to inform content strategy and ensure the CEO’s voice remains relevant and impactful

Ideal candidate:

• 4+ years of experience as an Executive Assistant supporting C-level executives, preferably in wellness, CPG, or startup environments
• Exceptional writing skills with the ability to adapt tone and style for different audiences and platforms
• Demonstrated experience in content creation, whether through professional writing, social media management, or communications roles
• Mastery of calendar management and ability to make strategic scheduling decisions
• Excellent judgment and the ability to handle sensitive information with complete confidentiality
• Are a proactive problem-solver who takes initiative and brings solutions, not just problems, to the leadership team
• Outstanding organizational skills with meticulous attention to detail
• Tech-savvy with proficiency in Google Workspace, Slack, project management tools, and social media platforms (TikTok, Meta, LinkedIn, Substack etc.)
• Are tech-savvy and AI-curious, excited to work with AI-powered platforms and automation tools to improve workflows

Bonus points:

• Background or strong interest in wellness, herbal medicine, or natural health
• Experience working in fast-paced startup or growth-stage environments
• Can speak or has been to Japan
• Familiarity with content management systems and basic design tools (Canva, Notion etc.)
• Previous experience managing thought leadership content or executive communications
• Are familiar with e-commerce, DTC brands, or consumer wellness companies.
• Have experience supporting CEOs through fundraising, board meetings, or scaling phases
• Entrepreneurial mindset

Time and Location:

The role is full-time and fully remote. For this position you must be available during a portion of our core hours between 7am - 3pm ET. While some flexibility will be allowed, this role will work closely in collaboration with our CEO and other team members who work primarily during those hours.

Apothékary is committed to building a diverse and inclusive team where everyone can thrive and contribute to our shared mission. We encourage candidates from all backgrounds to apply.