Executive Assistant

Apollo 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.

Key responsibilities

Executive support & executive operations

• 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.

Legal team enablement and communications, and resource ownership

• 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.

Litigation and discovery enablement

• 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.

Board & governance support

• 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.

Cross-functional partnership

• 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.

Competencies

• Precision and reliability: accurate, responsive, and deadline-driven.
• Executive judgment: knows what to escalate, how to prioritize, and how to optimize leadership time.
• Thoughtful approach: builds trust across stakeholders; communicates clearly even under pressure.
• Strategic orientation: thinks in systems, anticipates dependencies, and drives outcomes.
• Ownership mindset: sees gaps, proposes solutions, and drives work to closure.

Qualifications

Required

• 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.).

Preferred

• 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).