Executive Assistant, CPO

Apollo.io•San Francisco, CA

2d•Hybrid

About The Position

Apollo.io is seeking an exceptional Executive Assistant to partner directly with its Chief Product Officer (CPO). This role is crucial for maximizing the effectiveness, focus, and impact of the R&D organization, which includes Engineering, Product, Design, and Research. The Executive Assistant will act as a proactive operator, bringing structure and precision to a fast-paced executive environment. Key responsibilities include helping the CPO stay organized across strategic reviews, roadmap planning, leadership syncs, and daily operations. The role involves close collaboration with Product, Design, Research, and Engineering leaders to ensure the CPO's time and attention are aligned with the organization's highest priorities. The ideal candidate is a career Executive Assistant who is proactive, highly organized, low-ego, deeply trustworthy, and thrives in a dynamic executive setting. They should be comfortable managing complex logistics, coordinating cross-functional meetings, and supporting the operational cadence of a growing R&D organization. This position is based in San Francisco.

Requirements

7+ years of executive support experience as a career Executive Assistant, ideally supporting a CPO, VP of Product, or C-level/senior leader overseeing a Product, Design, or R&D organization at a high-growth technology company.
Based in San Francisco, with the ability to work in-office/hybrid to support the CPO's day-to-day rhythm.
Experience managing complex cross-functional calendars, including scheduling meetings with Product, Product Design, Research, Engineering, and executive leadership.
Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CPO.
Proven ability to manage highly confidential and sensitive strategic, product, and personnel information with absolute discretion.
Exceptional calendar, inbox, travel, and logistics management skills.
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 Product, Product Design, Research, Engineering, 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, expense systems, and project management tools preferred.
Familiarity with product development processes, roadmap planning, or experience in a Product, Product Design, or Research organization is a plus.

Nice To Haves

Career Executive Assistant and 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, strategic, and product-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.
Experienced supporting an R&D, Product, or Engineering organization.
Based in San Francisco and comfortable with an in-office/hybrid working rhythm.
Naturally calm, organized, and reliable in a fast-paced, high-stakes environment.

Responsibilities

Serve as the primary support partner to the CPO, enabling effective execution across scheduling, R&D operations, and cross-functional collaboration.
Own and proactively manage the CPO's calendar across daily, weekly, monthly, and quarterly horizons, ensuring time is allocated to the highest-priority activities.
Manage complex domestic and (as needed) international travel for the CPO, including itineraries, accommodations, briefs, and contingency planning.
Handle CPO expense reporting, approvals, and administrative workflows.
Handle select personal and confidential requests for the CPO with discretion.
Identify opportunities for the CPO to delegate work across Product, Design, Research, and Engineering leadership.
Provide ad hoc operational assistance to the Product, Design, and Research teams as needed.
Provide focused coordination across the R&D leadership team, helping the CPO's direct reports and cross-functional partners stay aligned on priorities and commitments.
Monitor and maintain visibility into the calendars of key R&D leaders, identifying scheduling conflicts and protecting focus time where needed.
Watch the CPO's inbox so messages 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 Engineering, Product, Design, and Research leadership on priorities, communications, and meeting cadence.
Ensure the CPO is consistently aware of upcoming commitments and arrives prepared for product reviews, leadership syncs, and cross-functional meetings.
Handle select administrative requests and confidential matters with discretion.
Coordinate logistics for the CPO's leadership, board-related, and strategic external meetings.
Own scheduling and logistics for product strategy reviews, roadmap planning sessions, leadership offsites, and CPO-led external meetings with partners and candidates.
Support preparation of board and leadership materials related to product strategy — deck coordination, pre-read circulation, and day-of execution — in partnership with the CEO's and CFO's teams as needed.
Manage CPO-related distribution lists, calendar holds, and communication processes tied to leadership and cross-functional engagements.
Track follow-ups and action items from product reviews, leadership meetings, and strategic discussions, maintaining records for key stakeholders engaging with the CPO.
Ensure CPO board and leadership prep cycles are planned well in advance with clear ownership and deadlines.
Help the CPO's organization run with rigor by supporting the operating cadence of Product, Design, Research, and Engineering.
Gather, organize, and coordinate materials for recurring product and roadmap reviews, working with Product, Design, Research, and Engineering to ensure deadlines are met and materials are complete.
Organize and support recurring R&D leadership meetings, monthly and quarterly business reviews, and key planning sessions.
Track action items, deliverables, and deadlines across the R&D organization, proactively following up to ensure commitments are met.
Assist with creating, editing, and formatting executive presentations, roadmap documents, and org communications.
Partner with Product, Design, Research, and Engineering leadership to ensure the CPO 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 CPO'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 cross-functional 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 CPO-led offsites and R&D team events.
Coordinate logistics, agendas, content, communications, surveys, and post-event follow-ups.
Partner with People, Workplace, and Internal Comms on event quality and team connection.
Help build a year-long view of CPO-org and R&D team events.
Support contractor and vendor management for CPO offsites and events as needed.