28 Executive Assistant jobs in San Francisco

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 follow-through.

Core Team Support & Accountability

Help maintain the systems that keep the Core Team aligned, accountable, and focused, particularly where the CPO'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 cross-functional 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.

CPO Offsites & Team Events

Plan, organize, and execute CPO-led offsites and R&D team events.

• Plan, organize, and execute CPO offsites, R&D leadership meetings, and team connection events.
• Coordinate logistics, agendas, content, communications, surveys, and post-event follow-ups.
• Partner with People, Workplace, and Internal Comms on event quality and team connection.
• Help build a year-long view of CPO-org and R&D team events.
• Support contractor and vendor management for CPO offsites and events as needed.

What Success Looks Like

In this role, success means:

• The CPO's calendar is organized, protected, and optimized, with product reviews and cross-functional meetings coordinated seamlessly and well in advance.
• Roadmap and product strategy reviews run smoothly because materials are gathered, consolidated, and distributed on time.
• The CPO, Product, Design, Research, and Engineering teams feel well-supported with responsive, reliable operational assistance.
• Internal and external partners experience Apollo's R&D leadership as organized, professional, and easy to work with.
• The CPO's inbox and calendar are monitored consistently, with high-priority items flagged and nothing important missed.
• CPO leadership commitments and prep cycles are scheduled and managed well in advance.
• CPO-led offsites and R&D team events are polished, connected, and impactful.
• The CPO trusts this person implicitly with sensitive information, confidential communications, and high-stakes logistics.

What You Bring

• 7+ years of executive support experience as a career Executive Assistant, ideally supporting a CPO, VP of Product, or C-level/senior leader overseeing a Product, Design, or R&D organization at a high-growth technology company.
• Based in San Francisco, with the ability to work in-office/hybrid to support the CPO's day-to-day rhythm.
• Experience managing complex cross-functional calendars, including scheduling meetings with Product, Product Design, Research, Engineering, and executive leadership.
• Communication: Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CPO.
• Discretion: Proven ability to manage highly confidential and sensitive strategic, product, and personnel information with absolute discretion.
• Exceptional calendar, inbox, travel, and logistics management skills.
• 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 Product, Product Design, Research, Engineering, 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, expense systems, and project management tools preferred.
• Familiarity with product development processes, roadmap planning, or experience in a Product, Product Design, or Research organization is a plus.

Ideal Candidate Profile

You may be a strong fit if you are:

• A career Executive Assistant and 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, strategic, and product-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.
• Experienced supporting an R&D, Product, or Engineering organization.
• Based in San Francisco and comfortable with an in-office/hybrid working rhythm.
• Naturally calm, organized, and reliable in a fast-paced, high-stakes environment.

We are AI Native

Apollo.io is an AI-native company built on a culture of continuous improvement. We're on the front lines of driving productivity for our customers—and we expect the same mindset from our team. If you're energized by finding smarter, faster ways to get things done using AI and automation, you'll thrive here.

Why You'll Love Working at Apollo

At Apollo, we're driven by a shared mission: to help our customers unlock their full revenue potential. That's why we take extreme ownership of our work, move with focus and urgency, and learn voraciously to stay ahead.

We invest deeply in your growth, ensuring you have the resources, support, and autonomy to own your role and make a real impact. Collaboration is at our core—we're all for one, meaning you'll have a team across departments ready to help you succeed. We encourage bold ideas and courageous action, giving you the freedom to experiment, take smart risks, and drive big wins.

If you're looking for a place where your work matters, where you can push boundaries, and where your career can thrive—Apollo is the place for you.

Learn more here!