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.