Executive Assistant, CPO

About this role

Apollo.io is the leading go-to-market solution for revenue teams, trusted by over 500,000 companies and millions of users globally, from rapidly growing startups to some of the world's largest enterprises. Founded in 2015, the company is one of the fastest growing companies in SaaS, raising approximately $250 million to date and valued at $1.6 billion. Apollo.io provides sales and marketing teams with easy access to verified contact data for over 210 million B2B contacts and 35 million companies worldwide, along with tools to engage and convert these contacts in one unified platform. By helping revenue professionals find the most accurate contact information and automating the outreach process, Apollo.io turns prospects into customers. Apollo raised a series D in 2023 and is backed by top-tier investors, including Sequoia Capital, Bain Capital Ventures, and more, and counts the former President and COO of Hubspot, JD Sherman, among its board members.

About the Role

We are looking for an exceptional Executive Assistant to partner directly with our Chief Product Officer (CPO) and help maximize the effectiveness, focus, and impact of the R&D organization spanning Engineering, Product, Design, and Research.

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 CPO stay organized and effective across product strategy reviews, roadmap planning, cross-functional leadership syncs, and the day-to-day rhythm of leading a high-velocity R&D organization. You will partner closely with Product, Design, Research, and Engineering leaders to keep the CPO's time, attention, and follow-through 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 energized by operating at the center of a fast-moving executive environment. You are comfortable managing complex logistics, coordinating cross-functional meetings with Product, Design, Research, and Engineering leadership, and supporting the operating cadence of a growing R&D org. This role is based in San Francisco.

What You'll Do

CPO Support & Operations (Primary)

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.

Cross-Functional R&D Leadership Support

Provide focused coordination across the R&D leadership team, helping the CPO's direct reports and cross-functional partners (Engineering, Product, Design, Research) 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 (executives, key partners, board members) 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.

Product & Leadership Meeting Coordination

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.

R&D Team & Project Coordination

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

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