Apollo.io

Executive Assistant, CFO & CEO

Hybrid, San Francisco · Exec · Contract

Sponsorship not specifiedDetected 16 days ago

Project ManagementStakeholder ManagementOKRsHubSpotFinancial AnalysisAccountingM&AFP&ALogisticsVendor ManagementCadenceLeadershipCommunicationPublic SpeakingOrganizational SkillsFinancial Reporting

About the role

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.

Responsibilities

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.
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.
Partner closely with the Chief of Staff, CEO on priorities, communications, and meeting cadence.

Requirements

Experience managing complex external relationship calendars, including scheduling meetings with investors, board members, or M&A counterparties.
ability to draft polished, professional correspondence on behalf of the CFO and CEO.
Ideal Candidate Profile
You may be a strong fit if you are:
7+ years of executive support experience, ideally supporting a CFO, CEO, or C-level executive in a high-growth technology company.
Communication: Outstanding written and verbal communication skills
Discretion: Proven ability to manage highly confidential and sensitive financial, strategic, and personnel information with absolute discretion.
High ownership mindset with the ability to manage multiple workstreams and shifting priorities simultaneously.

Nice to have

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.
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.

Company info

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.

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