Executive Assistant CFO & CEO

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.

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. 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.

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.

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.

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.

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.

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.

• 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.

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.

What We Do

Apollo is a $1.6B AI-powered sales platform that helps revenue teams find and engage leads automate outreach manage deals and enrich data — all in one place. Known for its industry-leading B2B database of more than 210 million contacts and 35 million companies Apollo’s end-to-end platform helps businesses of all sizes unlock their full market potential with unparalleled precision and ease. Trusted by 500000+ companies including Autodesk Cyera and DocuSign Apollo is building the number one go-to-market platform to make the sales process intelligent turnkey and accessible for all. Visit [apollo.io](http://apollo.io/) to learn more.

Why Work With Us

Apollo is building the #1 AI-powered go-to-market platform trusted by 500000+ companies. We move fast invest in our people and promote from within. You'll work on meaningful problems with a curious driven team that values ownership growth and impact. Join us and help shape the future of sales.

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