Senior Executive Assistant – Chief of Staff
Apollo.io
full-time
Posted on:
Location Type: Remote
Location: United States
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Job Level
About the role
- 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.).
- 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).
Benefits
- Professional development opportunities
- Flexible working hours
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementmeeting preparationstakeholder coordinationdocumentation habitscheckliststemplatestrackersknowledge basesversion controlgovernance workflows
Soft skills
discretioncommunication skillsaccuracy under pressureanticipation of needsrisk managementproactive time protectionclarity and alignmentconfidentialityoperating with high accuracycross-functional partnership