Executive Assistant Job at Apollo.io

Executive Assistant

Apollo.io

Location:
United States

Category:
Office Administration

Contract Type:
Not provided

Salary:

170000.00 - 190000.00 USD / Year

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Job Description:

Apollo.io is hiring an Executive Assistant to support the General Counsel and scale the operating rhythm of the Legal function. This is not a traditional “calendar-only” EA role—this person will operate as a true force-multiplier: running executive operations, owning key Legal team enablement resources, and taking on high-trust special projects that require precision, discretion, and excellent judgment. While this role will partner across G&A and the executive team, its center of gravity is the Legal team: creating clarity and follow-through on priorities, keeping Legal’s systems current and useful, and helping the team run smoothly week-to-week.

Job Responsibility:

Own complex calendar management for the General Counsel: prioritization, trade-offs, conflict resolution, and proactive time protection for focus and recovery time
Drive meeting excellence: ensure the right attendees, clear purpose, pre-reads where needed, decisions captured, and follow-ups tracked to completion
Act as an extension of the General Counsel—anticipating needs, surfacing risks early, and operating with exceptional discretion and accuracy
Own the Legal team’s Notion workspace: maintain structure, update core pages, keep process documentation current, and ensure the team can quickly find the latest information
Build and maintain checklists and lightweight operating systems for recurring Legal workflows (planning, team communications, templates, tracking, etc.)
Support Legal team communications and cadence: agendas, action tracking, and ensuring key decisions and updates are documented and shared appropriately
Act as a trusted proxy to support litigation: coordination with outside counsel, document workflows, deadlines, internal stakeholder scheduling, and status tracking
Help establish repeatable, auditable processes to reduce friction and increase responsiveness during high-volume phases of litigation
Support board and committee preparation as needed: timelines, stakeholder coordination, and ensuring materials are accurate, final, and delivered on time
Manage board-facing distribution workflows with strong version control and confidentiality norms
Partner cross-functionally across G&A and the executive team on behalf of the General Counsel (e.g., planning rhythms, leadership communications, or special initiatives)
Support periodic events/offsites and leadership cadences as needed

Requirements:

5–10+ years supporting senior executives (VP+), ideally including experience as a senior EA / executive business partner in a fast-paced, high-growth environment
Demonstrated excellence in complex calendaring, meeting preparation, stakeholder coordination, and operating with high accuracy under pressure
Strong systems orientation and documentation habits (checklists, templates, trackers, knowledge bases)
ability to keep information current and useful
Exceptional written and verbal communication skills
consistently creates clarity and alignment
Impeccable discretion handling sensitive and confidential information
High proficiency with Google Workspace and comfort navigating myriad tools (Notion, Slack, Jira, etc.)

Nice to have:

Legal experience (in-house, law firm, legal ops, or frequent partnership with legal teams/outside counsel)
Experience supporting governance workflows and/or board materials preparation
Bay Area proximity for periodic in-person support (not required)

What we offer:

equity
company bonus or sales commissions/bonuses
401(k) plan
at least 10 paid holidays per year, flex PTO, and parental leave
employee assistance program and wellbeing benefits
global travel coverage
life/AD&D/STD/LTD insurance
FSA/HSA and medical, dental, and vision benefits

Additional Information:

Job Posted:
January 20, 2026

Employment Type:

Fulltime

Work Type:

Remote work

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