Executive Assistant, CFO & CEO

About the Company

Apollo.io is a fast-scaling go-to-market platform built for revenue teams. It supports more than 500,000 companies and millions of users worldwide, from young startups to large enterprises. Built in 2015, the company has grown quickly in SaaS, has raised about $250 million so far, and is valued at $1.6 billion. Its platform gives sales and marketing teams access to verified contact data for more than 210 million B2B contacts and 35 million companies, while also offering tools to reach out and convert prospects in a single workflow. Apollo.io raised a Series D in 2023 and is supported by leading investors such as Sequoia Capital and Bain Capital Ventures, with former HubSpot President and COO JD Sherman on the board.

Role Overview

Apollio.io is hiring an exceptional Executive Assistant to work directly with the CFO and CEO, improving the effectiveness, focus, and impact of both executive offices. The role is mainly focused on the CFO, with most daily priorities coming from the CFO and surrounding teams, while also providing important calendar and communication support to the CEO.

This is a high-trust, high-precision role that goes well beyond simple calendar handling. The person in this seat will bring structure to a fast-paced executive setting, help the CFO stay organized across investors, financial reporting, M&A coordination, and cross-functional needs, and work alongside the Chief of Staff, CEO to keep the CEO’s schedule and inbox under control.

The ideal candidate is highly organized, proactive, discreet, low-ego, and comfortable operating at the center of a demanding executive environment. You should be equally confident managing complex logistics, coordinating with investors and partners, and supporting detailed finance and operations workflows.

Key Responsibilities

CFO support and operations: Serve as the CFO’s main support partner, helping with scheduling, operational coordination, and cross-functional execution.

• Manage the CFO’s calendar proactively across daily, weekly, monthly, and quarterly planning windows, prioritizing the most important commitments.
• Arrange complex travel within the US and internationally, including itineraries, lodging, trip briefs, and backup plans.
• Process the CFO’s expenses, approvals, and related administrative tasks.
• Handle selected personal and sensitive requests for the CFO with sound judgment and confidentiality.
• Spot opportunities to shift work to Finance Leadership, BizOps, Analytics, or the broader executive team.
• Provide on-demand operational support to Finance & Strategy, Accounting, Analytics, and BizOps as needed.

CEO support: Provide focused scheduling and communication support to the CEO in close coordination with the Chief of Staff, CEO.

• Review and maintain the CEO’s calendar, resolve conflicts, preserve focus time, and keep the day structured for maximum effectiveness.
• Monitor the CEO’s inbox so important stakeholder messages are surfaced quickly and not buried.
• Sort, prioritize, and highlight urgent or high-value communications, including drafted replies or concise summaries when needed.
• Work closely with the Chief of Staff, CEO on priorities, communications, and meeting rhythm.
• Make sure the CEO is aware of upcoming commitments and arrives prepared.
• Support selected administrative and confidential matters with care.

Board and external meeting coordination: Organize CFO-related board, investor, and strategic external meetings.

• Take ownership of scheduling and logistics for CFO board prep sessions, board-adjacent meetings, and external conversations with investors, acquisition counterparties, and strategic partners.
• Assist with CFO board materials, draft deck coordination, pre-read distribution, and day-of execution in partnership with General Counsel and the Chief of Staff, Legal.
• Manage CFO-specific distribution lists, calendar holds, and communication workflows tied to board and external engagements.
• Track follow-ups and action items from CFO board, investor, and strategic meetings, while maintaining contact records for key stakeholders.
• Plan CFO board commitments and prep timelines well ahead of time with clear deadlines and ownership.

Finance team and project coordination: Help the CFO’s organization operate with discipline by supporting financial reporting and team cadence.

• Collect, organize, and coordinate monthly and quarterly reporting materials with Finance & Strategy, Accounting, and BizOps so deadlines are met.
• Set up and support recurring Finance leadership meetings, business reviews, and committee meetings.
• Track deliverables, deadlines, and next steps across the Finance organization, and follow up to keep work moving.
• Support the creation, editing, and formatting of executive presentations, spreadsheets, and financial memos.
• Work with BizOps, FP&A, and Accounting to keep the CFO informed on priorities, OKRs, and execution follow-through.

Core team support and accountability: Help maintain alignment and accountability across the executive team where the CFO’s work overlaps with leadership priorities.

• Support Core Team and Executive Staff operating rhythms, including meeting preparation, follow-ups, and action tracking.
• Partner with BizOps and executive stakeholders to improve visibility into Core Team OKRs and commitments.
• Identify gaps in communication, ownership, and execution across the leadership team.
• Strengthen executive accountability by documenting decisions, next steps, and follow-through.

CFO offsites and team events: Plan and run CFO-led offsites and Finance team events.

• Organize CFO offsites, Finance leadership meetings, and team connection events from end to end.
• Coordinate logistics, agendas, content, communications, surveys, and follow-up after events.
• Work with Finance, People, Workplace, and Internal Comms to improve event quality and team connection.
• Help maintain a year-round view of CFO organization and Finance team events.
• Support contractors and vendors for CFO offsites and events when needed.

What Success Looks Like

• The CFO’s time is well protected and optimized, and investor or external meetings are arranged smoothly and in advance.
• Monthly and quarterly reporting runs efficiently because materials are collected, consolidated, and shared on time.
• The CFO, Finance & Strategy, Accounting, and BizOps teams receive dependable, responsive operational support.
• External partners, including investors, acquisition counterparties, and strategic contacts, experience Apollo as organized, professional, and easy to work with.
• The CEO’s inbox and schedule are watched consistently, with important items surfaced and nothing critical overlooked, in close partnership with the Chief of Staff, CEO.
• CFO board commitments and preparation timelines are planned early and managed carefully alongside General Counsel and the Chief of Staff, Legal.
• CFO-led offsites and Finance team events are polished, well-connected, and effective.
• Both executives trust this person completely with confidential information, sensitive communications, and high-stakes logistics.

Candidate Profile

• 7+ years of executive support experience, ideally in support of a CFO, CEO, or other senior leader in a fast-growing technology company.
• Experience handling complex external calendars, including meetings with investors, board members, or M&A counterparties.
• Excellent written and verbal communication skills, with the ability to draft polished and professional messages on behalf of the CFO and CEO.
• Strong judgment and a proven track record of managing highly confidential financial, strategic, and personnel information.
• Advanced ability to manage calendars, inboxes, travel, and logistics across several executives at once.
• A proactive mindset with the ability to foresee needs, spot risks, and resolve issues before they escalate.
• Comfort working in ambiguity and building structure from the ground up.
• Strong stakeholder management across Finance, Accounting, BizOps, and executive teams.
• High ownership and the ability to juggle multiple workstreams and shifting priorities simultaneously.
• Excellent attention to detail and a consistent bias toward follow-through.
• Low-ego, high-EQ, service-oriented approach.
• Experience with Google Workspace, Slack, Navan, expense platforms, and project management tools is preferred.
• Familiarity with financial reporting cycles, investor materials, or experience in finance, accounting, or investment settings is a plus.

Ideal Fit

• You act as a true strategic partner to leaders, not just someone who completes tasks.
• You are known for thinking several steps ahead.
• You are comfortable owning the details so senior leaders can stay focused.
• You can be trusted with confidential, financial, and strategically sensitive information.
• You help busy executives become more effective through accuracy and care.
• You like building systems and consistency, not only completing one-off tasks.
• You can move smoothly between supporting a detail-oriented finance leader and a fast-moving CEO.
• You remain calm, organized, and dependable in a high-pressure environment.

Compensation and Benefits

The pay range shown represents total cash compensation, which includes base salary plus annual bonus where applicable. For sales positions, the range reflects On Target Earnings, but this role is not a sales role. The final salary band may vary by level and will be narrowed during the interview process based on experience, qualifications, and location. Candidates outside the US may request the salary range for their location during interviews.

Additional benefits may include equity, company bonus or sales commission/bonus where applicable, a 401(k) plan, at least 10 paid holidays per year, flexible PTO, parental leave, an employee assistance program, wellbeing benefits, global travel coverage, life/AD&D/STD/LTD insurance, and FSA/HSA plus medical, dental, and vision coverage.

San Francisco, New York City, and Seattle pay range: $159,000 to $198,700 USD. All other US locations pay range: $138,200 to $172,700 USD.

Working Style

The company describes itself as AI-native and built around continuous improvement. The team is expected to look for smarter and faster ways to work using AI and automation.

Why This Role Matters

Apollo emphasizes ownership, focus, urgency, and learning. Team members are expected to work collaboratively across departments, bring bold ideas, take smart risks, and help unlock customer revenue potential. This position plays a central role in keeping senior leadership organized, prepared, and effective.

Location

This is an onsite position based in San Francisco, California.

Additional Information

Experience requirements, salary banding, and benefits may vary depending on location and role level. The employer notes that the final compensation package will be refined during interviews based on the candidate’s background and location.