executive assistant

administrative assistant Jobs in San Francisco

administrative assistant

administrative assistant - investment firm Jobs in San Francisco

administrative assistant iii Jobs in San Francisco

administrative assistant iii

executive administrative assistant Jobs in San Francisco

executive administrative assistant

administrative office assistant

Goodman Neuman Hamilton LLP

Title: Legal Administrative AssistantLocation: San Francisco (Hybrid)Hours: Full-Time (35 hours/week)Exempt Status: Non-ExemptBenefit-eligible: YesSalary Range: $38-$49/hourAbout UsFor over 30 years, Goodman Neuman Hamilton LLP (GNH) has earned a stellar reputation as a trusted leader in civil litigation and appeals across California. Based in San Francisco, our 17-attorney firm represents Fortune 500 companies and other distinguished clients with aggressive, innovative, and efficient legal strategies.Our partners have collectively conducted more than 100 jury trials and are widely regarded as outstanding advocates. Their excellence has earned recognition from Super Lawyers Magazine, San Francisco Magazine, and the American Board of Trial Advocates, along with the highest AV rating from Martindale-Hubbell.Our practice spans a broad range of civil litigation, including personal injury, construction defect, professional liability, and insurance coverage disputes. Notable clients include Home Depot, McKesson Corporation, River City Bank, Armanino LLP, and The Regents of the University of California.Job SummaryWe are seeking a highly organized, detail-oriented Legal Administrative Assistant to support our attorneys and administrative team. This role is ideal for a proactive professional who enjoys working in a fast-paced environment, takes pride in producing high-quality work, and excels at managing multiple priorities.The Legal Administrative Assistant plays an important role in ensuring the smooth day-to-day operation of the firm by providing administrative, clerical, and client service support.This role will be 35 hrs per week and operates on a hybrid schedule, requiring two days per week minimum in the SF office. The office is open every day if you prefer in-office work.Essential Duties &amp; Responsibilities● Provide administrative and litigation support to attorneys and legal staff.● Prepare, format, proofread, and assist with the preliminary drafting of legal forms, correspondence, and discovery documents.● File pleadings, motions, and other legal documents with state and federal courts.● Maintain litigation calendars, including tracking court deadlines, hearings, filing dates, and case-related deadlines.● Coordinate and schedule meetings, depositions, court appearances, and other case-related events.● Communicate professionally with court personnel, clients, outside counsel, vendors, and other stakeholders.● Assist with document management, including organizing, maintaining, and updating electronic and physical case files.● Answer and direct incoming phone calls and assist with general client communication.● Coordinate mail, courier services, and document deliveries.● Perform administrative tasks such as filing, scanning, copying, data entry, and records management.● Assist with office operations, ordering supplies, and supporting special projects as needed.● Maintain confidentiality and exercise discretion when handling sensitive legal and client information.● Perform other administrative and litigation support duties as assigned.Qualifications/Requirements● Bachelor's degree required.● Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.● Excellent written communication, proofreading, and analytical skills.● Exceptional attention to detail and accuracy.● Ability to manage competing deadlines and consistently deliver high-quality work product.● Ability to follow instructions, exercise sound judgment, and effectively execute tasks independently.● High proficiency with Microsoft Word and strong working knowledge of Microsoft Office applications, including Outlook and Excel.● Strong computer skills and the ability to quickly learn and utilize document management systems, court filing platforms, and other legal software.● Professional demeanor and strong interpersonal skills.● Ability to communicate effectively with attorneys, clients, court personnel, and outside counsel.● Ability to maintain confidentiality and handle sensitive information with discretion.Preferred Qualifications● Prior experience in a law firm, litigation practice, or other professional services environment.● Familiarity with state and federal court filing procedures.● Experience with litigation calendaring, scheduling depositions, and coordinating legal deadlines.● Experience preparing, formatting, or managing legal documents and correspondence.Physical Requirements● Prolonged periods of sitting at a desk and working on a computer● May need to lift boxes from time to time to assist with office upkeepBenefits● Medical and dental insurance with 100% employer-paid coverage for employees and 50% employer-paid coverage for eligible dependents● Long-term disability insurance with 100% employer-paid coverage for employees● Flexible Spending Accounts (FSAs) for dependent care● 401(k) retirement plan with profit-sharing contributions● Optional supplemental insurance plans● Generous paid time off, including 10 paid holidays and paid vacation time● Hybrid work scheduleHow to ApplyPlease submit a PDF version of a cover letter and resume to Josh Robles, Office Administrator, at jrobles@gnhllp.com.EEO StatementGoodman Neuman Hamilton LLP is an equal opportunity employer. We are committed to creating an inclusive workplace and consider all qualified applicants without regard to race, color, religion, creed, sex, pregnancy, childbirth and related medical conditions, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, genetic information, military or veteran status, or any other characteristic protected by applicable law.Goodman Neuman Hamilton LLP complies with the California Fair Chance Act and the San Francisco Fair Chance Ordinance. Qualified applicants with arrest and conviction records will be considered for employment in accordance with applicable law.If you require a reasonable accommodation during the application or interview process, please contact us.Pay: $38.00 - $49.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul>Work Location: Hybrid remote in San Francisco, CA 94104

Legal Administrative Assistant

Pantheon Ventures

<div><div>Pantheon has been at the forefront of private markets investing for more than 40 years, earning a reputation for an innovative approach to investing in secondaries, co-investments, and primary fund investments, as well as capital formation across commingled funds, evergreen vehicles and customized solutions. Our specialist investment capabilities span multiple strategies across private equity, infrastructure and real assets, and private credit. Through our collaborative and committed culture, we find new ways to solve complex problems together and deliver innovative investment opportunities across private markets. Pantheon currently manages approximately $82.3 billion in AUM across all its strategies, serving more than 750 institutional and 638 private wealth clients worldwide

For further details please visit www.pantheon.com</div><div>
Purpose of Position

The Administration &amp; Facilities, Americas team offers essential administrative support to Pantheon professionals and manages office operations for staff in New York, San Francisco, Toronto, and Chicago. The team also brings specialized expertise to ad hoc projects and, in some cases, assumes long-term responsibilities in areas such as Investor Relations, Compliance, Tax, and Human Resources. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. You will provide essential administrative support to various teams, manage schedules, and contribute to a collaborative and efficient work environment.

Key Responsibilities
<ul>
<li>Provide high-level administrative support Partners and Managing Directors as well as general administrative team support for applicable teams.</li>
<li>Manage complex Microsoft Outlook calendars including scheduling, rescheduling, prioritizing time sensitive requests, and coordinating across multiple stakeholders.</li>
<li>Arrange domestic and international travel, including hotels, ground transportation, itineraries, and last-minute adjustments.</li>
<li>Process and reconcile expense reports in accordance with firm policies and deadlines (Concur).</li>
<li>Serve as part of the reception rotation, greeting visitors, managing inbound calls, and maintaining a professional front-office environment.</li>
<li>Support in-office meeting logistics, including conference scheduling, catering, AV coordination and materials preparation.</li>
<li>Maintain organized filing systems, shared drives with strong attention to detail.</li>
<li>Provide general administrative support across the firm as required ensuring smooth day-to-day operations.</li>
<li>Participate in special projects and contribute to team initiatives as required</li>
<li>Support office management by maintaining kitchen supplies, managing the dishwasher, and ensuring a clean workspace.</li>
<li>This job description provides a general overview of the position; however, additional responsibilities may be assigned as necessary</li>
<li>This role requires an average of 4 days in the office each week</li>
<li>No Personal Assistant responsibilities</li>
</ul>
Knowledge and Experience Required
<ul>
<li>Proficient in Microsoft Outlook, Excel, Word, Docusign and Adobe Acrobat Professional</li>
<li>The individual must be extremely organized, detail-oriented, energetic, dedicated to professional excellence</li>
<li>Exceptional communication skills (oral and written)</li>
<li>Adaptability and composure in a fast-paced, high-expectation, financial services environment.</li>
<li>Ability to establish and meet deadlines, work under pressure and handle multiple priorities</li>
<li>Professional judgment and discretion in handling with confidential and sensitive information</li>
<li>Problem solving capability with the initiative to identify issues and implement practical solutions</li>
<li>Minimum 5 years&rsquo; experience in a comparable administrative role required.</li>
</ul>
Expected base salary range: $115,000-$125.000

Actual base salary is determined by a range of factors including individual experience, skills and qualifications.

In addition to the above salary, Pantheon offers a generous employee benefits package and successful candidates are eligible to receive a discretionary bonus</div><div>
This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. You may be required to perform other job-related duties as reasonably requested by your manager.

Pantheon is an Equal Opportunities employer, we are committed to building a diverse and inclusive workforce so if you're excited about this role but your past experience doesn't perfectly align we'd still encourage you to apply.</div></div>

Administrative Assistant

Valence Law Group

Legal Assistant / Transactional ParalegalValence LLP | Remote / San Francisco Bay Area RequiredAbout Valence LLPValence LLP is a boutique commercial real estate law firm focused on sophisticated real estate transactions. Our practice includes office, industrial, R&amp;D, life sciences, retail, and mixed-use leasing, acquisitions and dispositions, and other commercial real estate transactions. We are a collaborative, technology-forward firm with a distributed team and a strong emphasis on excellent work product, responsiveness, and practical client service.Position SummaryWe are seeking a Legal Assistant / Transactional Paralegal to support one or more senior attorneys in our commercial real estate practice. This full-time role is expected to involve roughly 60% administrative, executive assistant, and matter management support and 40% legal assistant/paralegal support.The ideal candidate is highly organized, detail-oriented, and proactive, with strong Microsoft Word skills (formatting, proofreading, redlining, document cleanup, styles, numbering, tables, headers/footers, cross-references) and the ability to learn new systems and terminology quickly. Prior transactional real estate experience is preferred, but not required. We are open to training a strong litigation paralegal, legal assistant, or legal secretary interested in transitioning into transactional work. Above all, we are looking for someone who works hard, takes pride in producing excellent work, and is eager to become an indispensable part of a high-performing team.ResponsibilitiesAdministrative &amp; Matter Management<ul><li>Manage attorney calendars and coordinate client meetings, deadlines, and follow-ups</li><li>Monitor attorney email, flag action items, and help keep matters moving</li><li>Maintain matter status and deadlines in project management software</li><li>Support client and matter onboarding/offboarding</li><li>Enter attorney time and assist with billing follow-up</li><li>Organize and manage documents in the Firm's document management system</li><li>Track deliverables, open issues, document versions, and client requests</li><li>Communicate professionally with clients, opposing counsel, brokers, and consultants</li></ul>Legal Assistant / Paralegal Support<ul><li>Proofread, format, edit, and assemble legal documents and correspondence</li><li>Prepare first drafts of leases, lease amendments, and miscellaneous leasing documents (including consents to assignment/sublease/change in control and broker listing and commission agreements) incorporating LOI terms</li><li>Prepare and revise redlines, exhibits, signature packets, and closing sets, including closing checklists and closing binders</li><li>Review documents for blanks, missing information, or missing exhibits</li><li>Assist with basic due diligence, checklists, abstracts, and transaction tracking</li></ul>Qualifications<ul><li>Bachelor's degree required</li><li>At least 3 years of experience as an executive assistant, legal assistant, legal secretary, or paralegal preferred</li><li>Prior law firm, in-house legal, real estate, or professional services experience preferred</li><li>Advanced Microsoft Word skills and strong proofreading/attention to detail</li><li>Strong organizational skills and ability to manage multiple deadlines</li><li>Excellent written and verbal communication</li><li>Experience with Adobe Acrobat; comfort learning new software systems</li><li>Ability to work independently, anticipate needs, and exercise sound judgment while maintaining confidentiality</li><li>Experience with project management software, document management systems, billing software, or commercial real estate transactions is a plus</li></ul>TechnologyOur team uses modern systems, including document management, project management, billing, communication, and AI-assisted tools. The right candidate must be comfortable learning new platforms and keeping information organized across systems.Work EnvironmentThis is a remote position, and candidates must have a quiet, dedicated workspace at home. Regular availability during Pacific Time business hours is required. Candidates must also be able to travel to one of the Firm's offices in San Francisco, Lafayette, or Petaluma 1-2 times per month, as well as visit the UPS Store on occasion, so candidates must be located in the San Francisco Bay AreaBenefits<ul><li>QSERA Health Care reimbursement</li><li>Paid time off</li><li>Long Term Disability and Life Insurance coverage, provided by the Firm at no additional cost to the employee</li></ul>Salary$70,000-$90,000 per year, based on skills and experience.How to ApplyPlease submit a resume and a brief cover letter describing your relevant experience and interest in the role. No direct calls, please.Pay: $70,000.00 - $90,000.00 per monthApplication Question(s):<ul><li>Please confirm you live in the Bay Area and are willing to travel to a local office 1-2 times a month.</li></ul>Work Location: Remote

Legal Assistant/Transactional Paralegal

Wayne M. Wong DDS

Come join our professional dental office that excels in all phases of dentistry. We are a fun dental office that many patients visualize as an office with more of a relaxing, calming, soothing spa-like environment. An office where everyone enjoys and loves visiting. We are looking for a cheerful, friendly, energetic, and passionate front desk receptionist/administrative assistant who is a team player, and is able to multitask and learn on the spot.This is a a great opportunity where the position will allow one to professionally develop and become experienced in many different areas. This position includes training and is a great experience to learn about Dental Healthcare, Office Management, and Customer Service. This is a great position for new graduates!!!Excellent verbal communication skills is a must. Experience in Dentistry, Customer Service and Accounts Receivables are a plus, but not required.Training will be provided for this position. All interested applicants are encouraged to apply.REQUIREMENTS: Reasonable and ease of commute. ALL QUESTIONS MUST BE ANSWERED TO BE CONSIDERED.Please attach resumes. Compensation is highly competitive and based on experience.Job Type: Full-timePay: $22.00 - $30.00 per hourBenefits:<ul><li>Paid time off</li></ul>Application Question(s):<ul><li>What neighborhood do you live? </li><li>How do you plan to get to work? </li><li>Do you speak any other languages?</li><li>What are your Salary Expectations?</li></ul>Work Location: In person

Dental Receptionist/Administrative Assistant

Mission Neighborhood Health Center

The Mission Neighborhood Health Center (MNHC) is a non-profit, multi-site community health organization offering comprehensive health services in the Mission and Excelsior Districts of San Francisco. The center offers primary health care services, adult medicine, pediatrics, family planning, OB/GYN, HIV and homeless services. We advocate for health equity and deliver innovative, high-quality services responsive to the neighborhoods and diverse communities we serve.We are currently looking for qualified candidates for our Dental Assistant / Registered Dental Assistant role. Please note: This role requires applicants to be bilingual in English and Spanish. This position reports to the Dental Office Manager and is a regular, full-time, non-exempt role with an hourly range of $30.53 to $35.13, depending on experience and licensure, with full benefits.Primary Objective:The Dental Assistant or Registered Dental Assistant will be responsible for providing quality care and services to patients by assisting dentists and other staff in a variety of patient care, office, and laboratory duties. The Dental Assistant or Registered Dental Assistant is expected to contribute to the efficiency and productivity of patient flow through timely accurate, and professional preparation of patients and patient information.Essential Functions/Responsibilities:<ul><li>Prepare and maintain dental instruments, materials, and equipment.</li><li>Collect and record patient health histories (dental and medical) and record information for dentist's reference prior to examination.</li><li>Help patients feel comfortable before, during and after dental treatment.</li><li>Take and process x-rays.</li><li>Assist dentist chair-side by organizing and preparing instruments for dentist's use and assisting as needed during procedures.</li><li>Advise patients in oral hygiene and dental care.</li><li>Follow through with post-visit duties.</li><li>Backup the Front Desk staff, provide relief and support, and perform office duties as requested.</li><li>Interact positively with a diverse, sometimes difficult, and demanding patient population.</li><li>Provide service in a manner that is appropriate for the patient's age; demonstrate knowledge and skills necessary to meet the patient's physical, psychosocial, educational and safety needs.</li><li>Demonstrate commitment to the mission of the organization in promoting dental health.</li><li>Maintain patient records and related administrative documentation.</li><li>Utilize the requisite tools, systems, technology, and equipment in the collection of patient data, records management, and collections.</li><li>Demonstrate knowledge of dentistry procedures, clinic infection control procedures, cleaning and sterilization of instruments, tray setup and materials.</li><li>Other duties as assigned.</li></ul>MINIMUM QUALIFICATIONS<ul><li>High School diploma or equivalent.</li><li>Completion of Dental Assistant program/license.</li><li>1 year of experience working as a dental assistant</li><li>Bilingual in English and Spanish.</li><li>Valid California Dental X-Ray license.</li><li>Demonstrated experience in dental assisting practices, protocols, and industry best practices.</li></ul>PREFERRED QUALIFICATIONS<ul><li>Registered Dental Assistant Certification</li></ul>To learn more about our organization, please visit our website at www.mnhc.org. We offer a full range of benefits which includes the following:<ul><li>Medical insurance with zero out-of-pocket expense under the base plan</li><li>Dental and vision insurance at no cost to the employee</li><li>Life insurance with a free basic policy and optional voluntary plan</li><li>401(k) retirement savings plan with company contribution</li><li>Two weeks of vacation annually</li><li>40 hours of paid educational leave</li><li>12 paid holidays, birthday holiday, two floating holidays, and 12 sick days per year</li><li>Flexible spending accounts for health and dependent care expenses</li><li>Commuter benefits</li></ul>As a condition of employment, all candidates are required to meet specific immunization standards. Documentation of current immunizations, including Varicella, TDAP, COVID-19, MMR, and Hepatitis B, as well as TB test results valid within the last two (2) years must be submitted before the start date. Failure to provide this documentation may result in a delayed start or withdrawal of the job offer.Mission Neighborhood Health Center is an Equal Employment Opportunity employer committed to fostering an inclusive environment for our diverse workforce. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or other applicable legally protected characteristics. Pursuant to the San Francisco Fair Chance Ordinance, we will consider employment for qualified applicants with arrest and conviction records.Pay: $30.53 - $35.13 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Disability insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid sick time</li><li>Paid time off</li><li>Parental leave</li><li>Pet insurance</li><li>Professional development assistance</li><li>Uniform allowance</li><li>Vision insurance</li></ul>Work Location: In person

Dental Assistant / Registered Dental Assistant (Bilingual)

JPMorganChase

<div>JOB DESCRIPTION 
 
 
Join our Commercial &amp; Investment Bank Equities team as an Executive Administrative Assistant, where you will have the opportunity to work in a high-paced organization. This role offers daily interaction with executive level internal clients across various lines of businesses, providing a platform for professional growth and skill enhancement. Be part of a team that values structure, attention to detail, and quality focus.
As an Executive Administrative Assistant on the Commercial &amp; Investment Bank Equities team you possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced organization. You will need to work well in a team environment, be able to represent the senior leaders and team with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt to procedures, processes and techniques to complete assignments in line with the department's activities and goals.
Job Responsibilities:<ul><li>
Maintain detailed, up-to-date calendars and proactively manage scheduling conflicts and priorities.</li><li>
Coordinate visitor access and handle all related onsite logistics.</li><li>
Plan and execute high volumes of onsite/offsite events (virtual and in-person), including meetings and roadshows&mdash;managing invitations, scheduling, catering, transportation, and related logistics.</li><li>
Screen incoming calls, assess urgency, and exercise discretion when sharing information.</li><li>
Coordinate logistics for internal and external meetings, partnering closely with the sales team to ensure client registration and confirmed schedules.</li><li>
Arrange and coordinate high volumes of domestic and international travel, including complex itineraries.</li><li>
Process T&amp;E expenses for team members, ensuring adherence to policy and timely submission within guidelines.</li><li>
Serve as a subject matter expert on applicable policies and procedures, providing guidance and ensuring compliance.</li><li>
Draft and deliver high-quality emails and communications to stakeholders at all organizational levels.</li><li>
Independently manage recurring responsibilities, escalating risks early and proactively communicating potential issues or delays.</li><li>
Support ad hoc projects and materials preparation, including editing spreadsheets and presentations, printing for client meetings, and collaborating effectively with the administrative assistant team.</li></ul>
Required qualifications, skills and capabilities<ul><li>
Candidates should have at least 3 years of administrative experience, supporting all levels through Managing Director</li><li>
Advanced calendar management</li><li>
Advanced ability to organize and prioritize</li><li>
Tact and good judgment in confidential situations, and proven experience interacting with senior management</li><li>
Strong interpersonal, written, and oral communication skills</li><li>
Candidates should have Expense and Invoice knowledge</li><li>
Strong proficiency in Microsoft Office and experience with using Co-Pilot, LLM Suite and AI technology tools</li><li>
Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management</li><li>
Ability to learn procedures and processes quickly</li></ul>
Note:
Hours 6:00AM - 2:30PM
This role requires five days in the office (Mon-Fri) and will not support Hybrid/Remote option.
This role does not offer relocation or transfer assistance. 
FEDERAL DEPOSIT INSURANCE ACT:
This position is subject to Section 19 of the Federal Deposit Insurance Act. As such, an employment offer for this position is contingent on JPMorgan Chase's review of criminal conviction history, including pretrial diversions or program entries.
This information should be placed at the bottom below the Preferred qualifications, capabilities, and skills section.
ABOUT US 
 
 
<div><div>JPMorganChase, one of the oldest financial institutions, offers innovative financial solutions to millions of consumers, small businesses and many of the world's most prominent corporate, institutional and government clients under the J.P. Morgan and Chase brands. Our history spans over 200 years and today we are a leader in investment banking, consumer and small business banking, commercial banking, financial transaction processing and asset management.
</div><div>We offer a competitive total rewards package including base salary determined based on the role, experience, skill set and location. Those in eligible roles may receive commission-based pay and/or discretionary incentive compensation, paid in the form of cash and/or forfeitable equity, awarded in recognition of individual achievements and contributions. We also offer a range of benefits and programs to meet employee needs, based on eligibility. These benefits include comprehensive health care coverage, on-site health and wellness centers, a retirement savings plan, backup childcare, tuition reimbursement, mental health support, financial coaching and more. Additional details about total compensation and benefits will be provided during the hiring process.
<div>We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. We also make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as mental health or physical disability needs. Visit our FAQs for more information about requesting an accommodation.
JPMorgan Chase &amp; Co. is an Equal Opportunity Employer, including Disability/Veterans 
</div></div></div> 
 
ABOUT THE TEAM
 
 
J.P. Morgan's Commercial &amp; Investment Bank is a global leader across banking, markets, securities services and payments. Corporations, governments and institutions throughout the world entrust us with their business in more than 100 countries. The Commercial &amp; Investment Bank provides strategic advice, raises capital, manages risk and extends liquidity in markets around the world.</div>

Executive Administrative Assistant

Apollo.io

<div><div>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.</div><h2 class="jobSectionHeader">
About the Role</h2>

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&amp;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&amp;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&amp;D org. This role is based in San Francisco.
<h2 class="jobSectionHeader">
What You'll Do</h2>
<h3 class="jobSectionHeader">CPO Support &amp; Operations (Primary)</h3>

Serve as the primary support partner to the CPO, enabling effective execution across scheduling, R&amp;D operations, and cross-functional collaboration.
<ul>
<li>Own and proactively manage the CPO's calendar across daily, weekly, monthly, and quarterly horizons, ensuring time is allocated to the highest-priority activities.</li>
<li>Manage complex domestic and (as needed) international travel for the CPO, including itineraries, accommodations, briefs, and contingency planning.</li>
<li>Handle CPO expense reporting, approvals, and administrative workflows.</li>
<li>Handle select personal and confidential requests for the CPO with discretion.</li>
<li>Identify opportunities for the CPO to delegate work across Product, Design, Research, and Engineering leadership.</li>
<li>Provide ad hoc operational assistance to the Product, Design, and Research teams as needed.</li>
</ul><h3 class="jobSectionHeader">Cross-Functional R&amp;D Leadership Support</h3>

Provide focused coordination across the R&amp;D leadership team, helping the CPO's direct reports and cross-functional partners (Engineering, Product, Design, Research) stay aligned on priorities and commitments.
<ul>
<li>Monitor and maintain visibility into the calendars of key R&amp;D leaders, identifying scheduling conflicts and protecting focus time where needed.</li>
<li>Watch the CPO's inbox so messages from important stakeholders (executives, key partners, board members) are surfaced promptly and not lost in volume.</li>
<li>Triage, prioritize, and flag time-sensitive or high-importance communications, providing draft responses or summaries as needed.</li>
<li>Partner closely with Engineering, Product, Design, and Research leadership on priorities, communications, and meeting cadence.</li>
<li>Ensure the CPO is consistently aware of upcoming commitments and arrives prepared for product reviews, leadership syncs, and cross-functional meetings.</li>
<li>Handle select administrative requests and confidential matters with discretion.</li>
</ul><h3 class="jobSectionHeader">Product &amp; Leadership Meeting Coordination</h3>

Coordinate logistics for the CPO's leadership, board-related, and strategic external meetings.
<ul>
<li>Own scheduling and logistics for product strategy reviews, roadmap planning sessions, leadership offsites, and CPO-led external meetings with partners and candidates.</li>
<li>Support preparation of board and leadership materials related to product strategy &mdash; deck coordination, pre-read circulation, and day-of execution &mdash; in partnership with the CEO's and CFO's teams as needed.</li>
<li>Manage CPO-related distribution lists, calendar holds, and communication processes tied to leadership and cross-functional engagements.</li>
<li>Track follow-ups and action items from product reviews, leadership meetings, and strategic discussions, maintaining records for key stakeholders engaging with the CPO.</li>
<li>Ensure CPO board and leadership prep cycles are planned well in advance with clear ownership and deadlines.</li>
</ul><h3 class="jobSectionHeader">R&amp;D Team &amp; Project Coordination</h3>

Help the CPO's organization run with rigor by supporting the operating cadence of Product, Design, Research, and Engineering.
<ul>
<li>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.</li>
<li>Organize and support recurring R&amp;D leadership meetings, monthly and quarterly business reviews, and key planning sessions.</li>
<li>Track action items, deliverables, and deadlines across the R&amp;D organization, proactively following up to ensure commitments are met.</li>
<li>Assist with creating, editing, and formatting executive presentations, roadmap documents, and org communications.</li>
<li>Partner with Product, Design, Research, and Engineering leadership to ensure the CPO has clear visibility into priorities, OKRs, and follow-through.</li>
</ul><h3 class="jobSectionHeader">Core Team Support &amp; Accountability</h3>

Help maintain the systems that keep the Core Team aligned, accountable, and focused, particularly where the CPO's commitments intersect with the executive team.
<ul>
<li>Support Core Team and Executive Staff operating cadences, including meetings, prep, follow-ups, and action tracking.</li>
<li>Partner with cross-functional stakeholders to create visibility into Core Team OKRs and commitments.</li>
<li>Help identify gaps in communication, ownership, and execution across the leadership team.</li>
<li>Support executive accountability by ensuring decisions, actions, and next steps are documented and followed through.</li>
</ul><h3 class="jobSectionHeader">CPO Offsites &amp; Team Events</h3>

Plan, organize, and execute CPO-led offsites and R&amp;D team events.
<ul>
<li>Plan, organize, and execute CPO offsites, R&amp;D leadership meetings, and team connection events.</li>
<li>Coordinate logistics, agendas, content, communications, surveys, and post-event follow-ups.</li>
<li>Partner with People, Workplace, and Internal Comms on event quality and team connection.</li>
<li>Help build a year-long view of CPO-org and R&amp;D team events.</li>
<li>Support contractor and vendor management for CPO offsites and events as needed.</li>
</ul><h2 class="jobSectionHeader">What Success Looks Like</h2>

In this role, success means:
<ul>
<li>The CPO's calendar is organized, protected, and optimized, with product reviews and cross-functional meetings coordinated seamlessly and well in advance.</li>
<li>Roadmap and product strategy reviews run smoothly because materials are gathered, consolidated, and distributed on time.</li>
<li>The CPO, Product, Design, Research, and Engineering teams feel well-supported with responsive, reliable operational assistance.</li>
<li>Internal and external partners experience Apollo's R&amp;D leadership as organized, professional, and easy to work with.</li>
<li>The CPO's inbox and calendar are monitored consistently, with high-priority items flagged and nothing important missed.</li>
<li>CPO leadership commitments and prep cycles are scheduled and managed well in advance.</li>
<li>CPO-led offsites and R&amp;D team events are polished, connected, and impactful.</li>
<li>The CPO trusts this person implicitly with sensitive information, confidential communications, and high-stakes logistics.</li>
</ul><h2 class="jobSectionHeader">What You Bring</h2>
<ul><li>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&amp;D organization at a high-growth technology company.</li>
<li>Based in San Francisco, with the ability to work in-office/hybrid to support the CPO's day-to-day rhythm.</li>
<li>Experience managing complex cross-functional calendars, including scheduling meetings with Product, Product Design, Research, Engineering, and executive leadership.</li>
<li>Communication: Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CPO.</li>
<li>Discretion: Proven ability to manage highly confidential and sensitive strategic, product, and personnel information with absolute discretion.</li>
<li>Exceptional calendar, inbox, travel, and logistics management skills.</li>
<li>Ability to anticipate needs, identify risks, and solve problems before they escalate.</li>
<li>Comfort operating in ambiguity and creating structure from scratch.</li>
<li>Strong cross-functional stakeholder management skills, comfortable working across Product, Product Design, Research, Engineering, and Executive teams.</li>
<li>High ownership mindset with the ability to manage multiple workstreams and shifting priorities simultaneously.</li>
<li>Deep attention to detail and a strong bias toward follow-through.</li>
<li>Low ego, high EQ, and strong service orientation.</li>
<li>Experience with tools such as Google Workspace, Slack, expense systems, and project management tools preferred.</li>
<li>Familiarity with product development processes, roadmap planning, or experience in a Product, Product Design, or Research organization is a plus.</li>
</ul><h2 class="jobSectionHeader">Ideal Candidate Profile</h2>

You may be a strong fit if you are:
<ul>
<li>A career Executive Assistant and true partner to executives, not just a task manager.</li>
<li>Known for being five steps ahead.</li>
<li>Comfortable owning the details so busy leaders don't have to.</li>
<li>Trusted with confidential, strategic, and product-sensitive information.</li>
<li>Excellent at making busy leaders more effective through precision and care.</li>
<li>Energized by building systems and creating consistency, not just executing individual tasks.</li>
<li>Experienced supporting an R&amp;D, Product, or Engineering organization.</li>
<li>Based in San Francisco and comfortable with an in-office/hybrid working rhythm.</li>
<li>Naturally calm, organized, and reliable in a fast-paced, high-stakes environment.</li></ul><div><h3 class="jobSectionHeader"> 
We are AI Native</h3>

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&mdash;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.
<h3 class="jobSectionHeader">
Why You'll Love Working at Apollo</h3>

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&mdash;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&mdash;Apollo is the place for you.

Learn more here!</div></div>

Executive Assistant, CPO

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