Executive Assistant, CFO & CEO

Apollo.io; San Francisco (CA); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

Supportive company culture

Professional development opportunities

Flexible work arrangements

Job summary

Apollo.io is seeking an exceptional Executive Assistant to support the CFO and CEO, maximizing their effectiveness and focus. This role involves managing complex calendars and communications, optimizing workflows, and handling sensitive information with discretion. The ideal candidate has over 7 years of executive support experience, strong communication skills, and is proficient with tools like Google Workspace.

You will be a proactive operator providing essential logistical support across various teams, ensuring details are handled professionally to enhance executive productivity.

Qualifications

• 7+ years of executive support experience, ideally with C-level executives.
• Ability to handle confidential and sensitive information discreetly.
• Experience in financial reporting cycles and managing external relationships.

Responsibilities

• Support the CFO and CEO by managing schedules and logistics.
• Coordinate complex domestic and international travel for executives.
• Assist with financial reporting and operational workflows.

Skills

Proactive organization

Strong communication skills

Discretion

Logistics management

Conflict resolution

Cross-functional collaboration

Tools

Google Workspace

Slack

Project management tools

Job description

Requirements

• The ideal candidate is proactive, highly organized, low-ego, deeply trustworthy, and energized by operating at the center of a fast-moving executive environment
• You are equally comfortable managing complex logistics, coordinating external meetings with investors and partners, and supporting detailed financial and operational workflows
• 7+ years of executive support experience, ideally supporting a CFO, CEO, or C-level executive in a high-growth technology company
• Experience managing complex external relationship calendars, including scheduling meetings with investors, board members, or M&A counterparties
• Communication: Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CFO and CEO
• Discretion: Proven ability to manage highly confidential and sensitive financial, strategic, and personnel information with absolute discretion
• Exceptional calendar, inbox, travel, and logistics management skills across multiple executives simultaneously
• Ability to anticipate needs, identify risks, and solve problems before they escalates
• Comfort operating in ambiguity and creating structure from scratch
• Strong cross-functional stakeholder management skills, comfortable working across Finance, Accounting, BizOps, and Executive teams
• High ownership mindset with the ability to manage multiple workstreams and shifting priorities simultaneously
• Deep attention to detail and a strong bias toward follow-through
• Low ego, high EQ, and strong service orientation
• Experience with tools such as Google Workspace, Slack, Navan, expense systems, and project management tools preferred
• Familiarity with financial reporting cycles, investor materials, or experience in a finance, accounting, or investment environment is a plus
• (Desirable) A true partner to executives, not just a task manager
• (Desirable) Known for being five steps ahead
• (Desirable) Comfortable owning the details so busy leaders don’t have to
• (Desirable) Trusted with confidential, financial, and strategically sensitive information
• (Desirable) Excellent at making busy leaders more effective through precision and care
• (Desirable) Energized by building systems and creating consistency, not just executing individual tasks
• (Desirable) Able to move seamlessly between supporting a detail-oriented finance leader and a high-velocity CEO
• (Desirable) Naturally calm, organized, and reliable in a fast-paced, high-stakes environment

What the job involves

• We are looking for an exceptional Executive Assistant to partner directly with our CFO and CEO and help maximize the effectiveness, focus, and impact of both executive offices
• This role is primarily CFO-facing: the majority of day-to-day work will be driven by the CFO and the teams around them, while also providing essential calendar and communication support to the CEO
• This role is far more than calendar management
• The Executive Assistant will be a reliable, proactive operator who brings structure and precision to a fast-moving executive environment
• You will help the CFO stay organized and effective across investor relationships, financial reporting cycles, M&A coordination, and ad hoc needs spanning the Finance & Strategy, Accounting, BizOps and Analytics teams
• In partnership with the Chief of Staff, CEO, you will also serve as a vigilant partner to the CEO, ensuring his calendar and inbox are managed with care and that nothing important falls through the cracks
• Serve as the primary support partner to the CFO, enabling effective execution across scheduling, financial operations, and cross-functional collaboration
• Own and proactively manage the CFO’s calendar across daily, weekly, monthly, and quarterly horizons, ensuring time is allocated to the highest-priority activities
• Manage complex domestic and international travel for the CFO, including itineraries, accommodations, briefs, and contingency planning
• Handle CFO expense reporting, approvals, and administrative workflows
• Handle select personal and confidential requests for the CFO with discretion
• Identify opportunities for the CFO to delegate work across Finance Leadership, BizOps, Analytics, and the Executive Team
• Provide ad hoc operational assistance to the Finance & Strategy, Accounting, Analytics, and BizOps teams as needed
• Provide focused calendar and communication support to the CEO, in close partnership with the Chief of Staff, CEO
• The CEO manages much of his own workflow independently, so the emphasis here is on vigilance, triage, and proactive flagging rather than heavy administrative management
• Monitor and maintain the CEO’s calendar, identifying scheduling conflicts, protecting focus time, and ensuring each day is set up for maximum effectiveness
• Watch the CEO’s inbox so emails from important stakeholders are surfaced promptly and not lost in volume
• Triage, prioritize, and flag time-sensitive or high-importance communications, providing draft responses or summaries as needed
• Partner closely with the Chief of Staff, CEO on priorities, communications, and meeting cadence
• Ensure the CEO is consistently aware of upcoming commitments and arrives prepared
• Handle select administrative requests and confidential matters with discretion
• Coordinate logistics for the CFO’s board, investor, and strategic external meetings. Most board operations are owned by General Counsel and the Chief of Staff, Legal; this role partners with them on CFO-specific needs
• Own scheduling and logistics for CFO board prep meetings, board-adjacent calls, and CFO-led external meetings with investors, acquisition counterparties, and strategic partners
• Support preparation of CFO board materials, draft deck coordination, pre-read circulation, and day‑of execution, in partnership with General Counsel and the Chief of Staff, Legal
• Manage CFO-related distribution lists, calendar holds, and communication processes tied to board and external engagements
• Track follow‑ups and action items from CFO board, investor, and strategic meetings, and maintain contact records for key external stakeholders engaging with the CFO
• Ensure CFO board commitments and prep cycles are planned well in advance with clear ownership and deadlines
• Help the CFO’s organization run with rigor by supporting financial reporting cycles and the operating cadence of the Finance & Strategy, Accounting, and BizOps teams
• Gather, organize, and coordinate monthly and quarterly financial reporting materials, working with Finance & Strategy, Accounting, and BizOps to ensure deadlines are met and materials are complete
• Organize and support recurring Finance leadership meetings, monthly and quarterly business reviews, and key committee meetings
• Track action items, deliverables, and deadlines across the Finance organization, proactively following up to ensure commitments are met
• Assist with creating, editing, and formatting executive presentations, spreadsheets, and financial memos
• Partner with BizOps, FP&A, and Accounting to ensure the CFO has clear visibility into priorities, OKRs, and follow‑through
• Help maintain the systems that keep the Core Team aligned, accountable, and focused, particularly where the CFO’s commitments intersect with the executive team
• Support Core Team and Executive Staff operating cadences, including meetings, prep, follow‑ups, and action tracking
• Partner with BizOps and executive stakeholders to create visibility into Core Team OKRs and commitments
• Help identify gaps in communication, ownership, and execution across the leadership team
• Support executive accountability by ensuring decisions, actions, and next steps are documented and followed through
• Plan, organize, and execute CFO‑led offsites and Finance team events. CEO‑led offsites and company‑wide events are owned separately
• Plan, organize, and execute CFO offsites, Finance leadership meetings, and team connection events
• Coordinate logistics, agendas, content, communications, surveys, and post‑event follow‑ups
• Partner with Finance, People, Workplace, and Internal Comms on event quality and team connection
• Help build a year‑long view of CFO‑org and Finance team events
• Support contractor and vendor management for CFO offsites and events as needed
• What Success Looks Like
• In this role, success means:
• The CFO’s calendar is organized, protected, and optimized, with investor and external meetings coordinated seamlessly and well in advance
• Monthly and quarterly financial reporting cycles run smoothly because materials are gathered, consolidated, and distributed on time
• The CFO, Finance & Strategy, Accounting, and BizOps teams feel well‑supported with responsive, reliable operational assistance
• External partners, including investors, acquisition counterparties, and strategic contacts, experience Apollo as organized, professional, and easy to work with
• The CEO’s inbox and calendar are monitored consistently, with high‑priority items flagged and nothing important missed, in tight partnership with the Chief of Staff, CEO
• CFO board commitments and prep cycles are scheduled and managed well in advance, in tight partnership with General Counsel and the Chief of Staff, Legal
• CFO‑led offsites and Finance team events are polished, connected, and impactful
• Both executives trust this person implicitly with sensitive information, confidential communications, and high‑stakes logistics