Executive Assistant, CFO & CEO

Apollo.io

9d•$138,200 - $198,700•Hybrid

About The Position

Apollo.io is seeking an exceptional Executive Assistant to partner directly with its CFO and CEO. This role is primarily CFO-facing, focusing on maximizing the effectiveness, focus, and impact of the CFO's office while also providing essential calendar and communication support to the CEO. The Executive Assistant will be a proactive operator who brings structure and precision to a fast-moving executive environment, assisting with investor relations, financial reporting, M&A coordination, and supporting various finance and operations teams. In partnership with the Chief of Staff, CEO, the role will also ensure the CEO's calendar and inbox are managed effectively. The ideal candidate is proactive, highly organized, low-ego, deeply trustworthy, and comfortable managing complex logistics, external meetings, and supporting financial and operational workflows.

Requirements

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.
Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CFO and CEO.
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.

Nice To Haves

Familiarity with financial reporting cycles, investor materials, or experience in a finance, accounting, or investment environment is a plus.

Responsibilities

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.
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.
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.
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.
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.