Executive Assistant, CFO & CEO

Apollo.io is the leading go-to-market solution for revenue teams, trusted by over 500,000 companies and millions of users globally, from rapidly growing startups to some of the world's largest enterprises. Founded in 2015, the company is one of the fastest growing companies in SaaS, raising approximately $250 million to date and valued at $1.6 billion. Apollo.io provides sales and marketing teams with easy access to verified contact data for over 210 million B2B contacts and 35 million companies worldwide, along with tools to engage and convert these contacts in one unified platform. By helping revenue professionals find the most accurate contact information and automating the outreach process, Apollo.io turns prospects into customers. Apollo raised a series D in 2023 and is backed by top-tier investors, including Sequoia Capital, Bain Capital Ventures, and more, and counts the former President and COO of Hubspot, JD Sherman, among its board members.

About the Role

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.

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.

What You’ll Do

CFO Support & Operations (Primary)

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.

CEO Support (Secondary)

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.

Board & External Meeting Coordination

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.

Finance Team & Project Coordination

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.

Core Team Support & Accountability

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.

CFO Offsites & Team Events

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.

What You Bring

• 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.

Ideal Candidate Profile

You may be a strong fit if you are:

• A true partner to executives, not just a task manager.
• Known for being five steps ahead.
• Comfortable owning the details so busy leaders don’t have to.
• Trusted with confidential, financial, and strategically sensitive information.
• Excellent at making busy leaders more effective through precision and care.
• Energized by building systems and creating consistency, not just executing individual tasks.
• Able to move seamlessly between supporting a detail-oriented finance leader and a high-velocity CEO.
• Naturally calm, organized, and reliable in a fast-paced, high-stakes environment.

We are AI Native

Apollo.io is an AI-native company built on a culture of continuous improvement. We’re on the front lines of driving productivity for our customers—and we expect the same mindset from our team. If you're energized by finding smarter, faster ways to get things done using AI and automation, you'll thrive here.

Why You’ll Love Working at Apollo

At Apollo, we’re driven by a shared mission: to help our customers unlock their full revenue potential. That’s why we take extreme ownership of our work, move with focus and urgency, and learn voraciously to stay ahead.

We invest deeply in your growth, ensuring you have the resources, support, and autonomy to own your role and make a real impact. Collaboration is at our core—we’re all for one, meaning you’ll have a team across departments ready to help you succeed. We encourage bold ideas and courageous action, giving you the freedom to experiment, take smart risks, and drive big wins.

If you’re looking for a place where your work matters, where you can push boundaries, and where your career can thrive—Apollo is the place for you. 

Learn more here!