Executive Assistant, Apollo.io

• 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 escalate
• 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

• 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