Executive Assistant, Apollo.io

• 7+ years of executive support experience as a career Executive Assistant, ideally supporting a CPO, VP of Product, or C-level/senior leader overseeing a Product, Design, or R&D organization at a high-growth technology company
• Based in San Francisco, with the ability to work in-office/hybrid to support the CPO's day-to-day rhythm
• Experience managing complex cross-functional calendars, including scheduling meetings with Product, Product Design, Research, Engineering, and executive leadership
• Communication: Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CPO
• Discretion: Proven ability to manage highly confidential and sensitive strategic, product, and personnel information with absolute discretion
• Exceptional calendar, inbox, travel, and logistics management skills
• Ability to anticipate needs, identify risks, and solve problems before they escalate
• Comfort operating in ambiguity and creating structure from scratch
• Strong cross-functional stakeholder management skills, comfortable working across Product, Product Design, Research, Engineering, 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, expense systems, and project management tools preferred
• Familiarity with product development processes, roadmap planning, or experience in a Product, Product Design, or Research organization is a plus

Desirable

• We are looking for an exceptional Executive Assistant to partner directly with our Chief Product Officer (CPO) and help maximize the effectiveness, focus, and impact of the R&D organization spanning Engineering, Product, Design, and Research
• 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 CPO stay organized and effective across product strategy reviews, roadmap planning, cross-functional leadership syncs, and the day-to-day rhythm of leading a high-velocity R&D organization
• You will partner closely with Product, Design, Research, and Engineering leaders to keep the CPO's time, attention, and follow-through aligned with the organization's highest priorities
• The ideal candidate is a career Executive Assistant who is proactive, highly organized, low-ego, deeply trustworthy, and energized by operating at the center of a fast-moving executive environment
• You are comfortable managing complex logistics, coordinating cross-functional meetings with Product, Design, Research, and Engineering leadership, and supporting the operating cadence of a growing R&D org
• This role is based in San Francisco
• Serve as the primary support partner to the CPO, enabling effective execution across scheduling, R&D operations, and cross-functional collaboration
• Own and proactively manage the CPO's calendar across daily, weekly, monthly, and quarterly horizons, ensuring time is allocated to the highest-priority activities
• Manage complex domestic and (as needed) international travel for the CPO, including itineraries, accommodations, briefs, and contingency planning
• Handle CPO expense reporting, approvals, and administrative workflows
• Handle select personal and confidential requests for the CPO with discretion
• Identify opportunities for the CPO to delegate work across Product, Design, Research, and Engineering leadership
• Provide ad hoc operational assistance to the Product, Design, and Research teams as needed
• Provide focused coordination across the R&D leadership team, helping the CPO's direct reports and cross-functional partners (Engineering, Product, Design, Research) stay aligned on priorities and commitments
• Monitor and maintain visibility into the calendars of key R&D leaders, identifying scheduling conflicts and protecting focus time where needed
• Watch the CPO's inbox so messages from important stakeholders (executives, key partners, board members) 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 Engineering, Product, Design, and Research leadership on priorities, communications, and meeting cadence
• Ensure the CPO is consistently aware of upcoming commitments and arrives prepared for product reviews, leadership syncs, and cross-functional meetings
• Handle select administrative requests and confidential matters with discretion
• Coordinate logistics for the CPO's leadership, board-related, and strategic external meetings
• Own scheduling and logistics for product strategy reviews, roadmap planning sessions, leadership offsites, and CPO-led external meetings with partners and candidates
• Support preparation of board and leadership materials related to product strategy — deck coordination, pre-read circulation, and day-of execution — in partnership with the CEO's and CFO's teams as needed
• Manage CPO-related distribution lists, calendar holds, and communication processes tied to leadership and cross-functional engagements
• Track follow-ups and action items from product reviews, leadership meetings, and strategic discussions, maintaining records for key stakeholders engaging with the CPO
• Ensure CPO board and leadership prep cycles are planned well in advance with clear ownership and deadlines
• Help the CPO's organization run with rigor by supporting the operating cadence of Product, Design, Research, and Engineering
• Gather, organize, and coordinate materials for recurring product and roadmap reviews, working with Product, Design, Research, and Engineering to ensure deadlines are met and materials are complete
• Organize and support recurring R&D leadership meetings, monthly and quarterly business reviews, and key planning sessions
• Track action items, deliverables, and deadlines across the R&D organization, proactively following up to ensure commitments are met
• Assist with creating, editing, and formatting executive presentations, roadmap documents, and org communications
• Partner with Product, Design, Research, and Engineering leadership to ensure the CPO 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 CPO'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 cross-functional 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 CPO-led offsites and R&D team events
• Plan, organize, and execute CPO offsites, R&D leadership meetings, and team connection events
• Coordinate logistics, agendas, content, communications, surveys, and post-event follow-ups
• Partner with People, Workplace, and Internal Comms on event quality and team connection
• Help build a year-long view of CPO-org and R&D team events
• Support contractor and vendor management for CPO offsites and events as needed
• In this role, success means;
• The CPO's calendar is organized, protected, and optimized, with product reviews and cross-functional meetings coordinated seamlessly and well in advance
• Roadmap and product strategy reviews run smoothly because materials are gathered, consolidated, and distributed on time
• The CPO, Product, Design, Research, and Engineering teams feel well-supported with responsive, reliable operational assistance
• Internal and external partners experience Apollo's R&D leadership as organized, professional, and easy to work with
• The CPO's inbox and calendar are monitored consistently, with high-priority items flagged and nothing important missed
• CPO leadership commitments and prep cycles are scheduled and managed well in advance
• CPO-led offsites and R&D team events are polished, connected, and impactful
• The CPO trusts this person implicitly with sensitive information, confidential communications, and high-stakes logistics