Executive Assistant, CFO & CEO

External

Apolloio · Remote

Full-timeRemoteToday

Cross-functional CollaborationHubSpotLeadership

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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.

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.

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 meetin

Executive Assistant, CFO & CEO

About the role

Responsibilities

Additional Information

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Company Intel

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