Executive Assistant to Chief Product Officer

About the Company

Apollo.io is a leading go-to-market platform supporting revenue teams worldwide, trusted by over 500,000 companies ranging from startups to large enterprises. Established in 2015, it has rapidly grown in SaaS, with over $250 million raised and a valuation of approximately $1.6 billion. The platform offers sales and marketing teams access to accurate contact information for over 210 million B2B contacts and 35 million companies globally, integrated within a unified system to enhance prospect engagement and conversion. Apollo.io is backed by renowned investors including Sequoia Capital and Bain Capital Ventures with notable board members like JD Sherman, former President and COO of Hubspot.

Role Overview

The Executive Assistant will work closely with the Chief Product Officer (CPO) to boost the productivity and impact of the R&D function covering Engineering, Product, Design, and Research teams. This role extends well beyond calendar maintenance, requiring a proactive, highly organized, and trustworthy partner who can operate efficiently in a fast-paced executive environment. Responsibilities include managing the CPO’s schedule, coordinating cross-functional collaboration, and supporting leadership meetings and day-to-day operations.

Primary Responsibilities

• Manage and optimize the CPO’s calendar across short- and long-term horizons to ensure prioritization and focus on key activities.
• Organize complex domestic and occasional international travel plans, including creating detailed itineraries and contingency planning.
• Handle expense reports, approvals, and various administrative tasks for the CPO.
• Perform discreet management of personal and confidential requests on behalf of the CPO.
• Identify and delegate tasks across Product, Design, Research, and Engineering leadership teams when appropriate.
• Assist Product, Design, and Research teams with operational support as needed.
• Maintain comprehensive visibility into the schedules of R&D leaders to prevent conflicts and safeguard focus time.
• Monitor the CPO’s inbox to prioritize communications, escalate urgent matters, draft responses, and ensure timely follow-up.
• Coordinate logistics and materials for leadership, board, and strategic external meetings, including preparation and distribution of board and leadership decks.
• Support running the operating cadence for R&D teams by organizing reviews, meetings, planning sessions, and ensuring delivery deadlines are met.
• Maintain tracking systems for action items, commitments, and OKRs across the R&D organization and executive teams.
• Plan and execute CPO-led offsites and R&D team events, managing agendas, logistics, communications, and vendor relationships.

Success Indicators

• The CPO’s schedule is carefully structured and optimized to avoid conflicts and support productivity.
• Product strategy and roadmap reviews are executed smoothly with all materials prepared on time.
• R&D leadership and teams feel consistently supported in their operational needs.
• High-priority communications and commitments are handled promptly and effectively.
• CPO-led offsites and organizational events are professionally managed, impactful, and foster team connection.
• The CPO has full confidence in the confidentiality and precision of support provided.

Qualifications and Experience

• Minimum 7 years’ experience as an Executive Assistant, preferably supporting CPOs, VPs of Product, or senior leaders in Product, Design, or R&D at fast-growing tech firms.
• Based in San Francisco with ability to work onsite or hybrid to align with the CPO’s daily schedule.
• Demonstrable ability managing complex calendars and cross-functional coordination involving multiple leadership teams.
• Excellent written and verbal communication skills, capable of producing professional correspondence.
• Proven discretion handling sensitive information and confidential data.
• Strong organizational skills in calendar, inbox, travel, and logistics management.
• Proactive problem-solving skills with anticipation of needs and risks.
• Comfort with ambiguity, creating systems and structure where needed.
• Stakeholder management experience working across diverse teams including Engineering, Product, Design, Research, and executive leadership.
• High ownership with ability to manage multiple priorities, meticulous attention to detail, and strong follow-through.
• Low ego, emotionally intelligent, and service-oriented demeanor.
• Familiarity with Google Workspace, Slack, expense management systems, and project management tools preferred.
• Knowledge of product development lifecycle, roadmap planning, or prior experience in Product or R&D functions is advantageous.

Additional Information

Salary ranges provided for U.S. locations include total cash compensation, varying by region and candidate experience. Benefits may include equity, bonuses, 401(k), paid holidays, flexible PTO, parental leave, wellness programs, insurance coverages, and travel benefits. The company embraces an AI-driven culture prioritizing continuous process improvement and efficiency.

Work Environment

This role is located in San Francisco and requires physical presence with some flexibility for hybrid work.