Overview

Executive Assistant, CFO & CEO Jobs in United States at Swooped

Title: Executive Assistant, CFO & CEO

Company: Swooped

Location: United States

Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.

About the Opportunity

The company is a leading go-to-market solution for revenue teams, trusted by millions of users globally, from rapidly growing startups to some of the world's largest enterprises. Founded with a vision to empower sales and marketing teams, the organization provides access to verified contact data and tools to engage and convert prospects in one unified platform. By helping revenue professionals find accurate contact information and automating outreach, the company turns prospects into customers. The organization has experienced significant growth and is backed by top-tier investors.

About the Role

The company is seeking an Executive Assistant to provide high-level support to both the CFO and CEO, with a primary focus on the CFO. This role goes beyond traditional administrative duties and requires a proactive, highly organized professional who can help manage executive priorities, calendars, communications, and complex workflows. The Executive Assistant will support investor relations, financial reporting, M&A activities, and coordination across Finance, Strategy, Accounting, Business Operations, and Analytics teams, while also assisting the CEO with calendar and inbox management. The ideal candidate is trustworthy, detail-oriented, adaptable, and comfortable operating in a fast-paced executive environment, coordinating complex logistics and ensuring critical priorities are managed effectively.

Key Responsibilities

CFO Support & Operations (Primary)

  • Serve as the primary support partner to the CFO, enabling effective execution across scheduling, financial operations, and cross-functional collaboration.
  • Own and proactively manage the CFO’s calendar across daily, weekly, monthly, and quarterly horizons, ensuring time is allocated to the highest-priority activities.
  • Manage complex domestic and international travel for the CFO, including itineraries, accommodations, briefs, and contingency planning.
  • Handle CFO expense reporting, approvals, and administrative workflows.
  • Handle select personal and confidential requests for the CFO with discretion.
  • Identify opportunities for the CFO to delegate work across Finance Leadership, BizOps, Analytics, and the Executive Team.
  • Provide ad hoc operational assistance to the Finance & Strategy, Accounting, Analytics, and BizOps teams as needed.

CEO Support (Secondary)

  • Provide focused calendar and communication support to the CEO, in close partnership with the Chief of Staff to the CEO. The CEO manages much of their own workflow independently, so the emphasis here is on vigilance, triage, and proactive flagging rather than heavy administrative management.
  • Monitor and maintain the CEO’s calendar, identifying scheduling conflicts, protecting focus time, and ensuring each day is set up for maximum effectiveness.
  • Watch the CEO’s inbox so emails from important stakeholders 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 the Chief of Staff to the CEO on priorities, communications, and meeting cadence.
  • Ensure the CEO is consistently aware of upcoming commitments and arrives prepared.
  • Handle select administrative requests and confidential matters with discretion.

Board & External Meeting Coordination

  • Coordinate logistics for the CFO’s board, investor, and strategic external meetings. Most board operations are owned by General Counsel and the Chief of Staff, Legal; this role partners with them on CFO-specific needs.
  • Own scheduling and logistics for CFO board prep meetings, board-adjacent calls, and CFO-led external meetings with investors, acquisition counterparties, and strategic partners.
  • Support preparation of CFO board materials, draft deck coordination, pre-read circulation, and day-of execution, in partnership with General Counsel and the Chief of Staff, Legal.
  • Manage CFO-related distribution lists, calendar holds, and communication processes tied to board and external engagements.
  • Track follow-ups and action items from CFO board, investor, and strategic meetings, and maintain contact records for key external stakeholders engaging with the CFO.
  • Ensure CFO board commitments and prep cycles are planned well in advance with clear ownership and deadlines.

Finance Team & Project Coordination

  • Help the CFO’s organization run with rigor by supporting financial reporting cycles and the operating cadence of the Finance & Strategy, Accounting, and BizOps teams.
  • Gather, organize, and coordinate monthly and quarterly financial reporting materials, working with Finance & Strategy, Accounting, and BizOps to ensure deadlines are met and materials are complete.
  • Organize and support recurring Finance leadership meetings, monthly and quarterly business reviews, and key committee meetings.
  • Track action items, deliverables, and deadlines across the Finance organization, proactively following up to ensure commitments are met.
  • Assist with creating, editing, and formatting executive presentations, spreadsheets, and financial memos.
  • Partner with BizOps, FP&A, and Accounting to ensure the CFO 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 CFO’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 BizOps and executive 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.

CFO Offsites & Team Events

  • Plan, organize, and execute CFO-led offsites and Finance team events. CEO-led offsites and company-wide events are owned separately.
  • Plan, organize, and execute CFO offsites, Finance leadership meetings, and team connection events.
  • Coordinate logistics, agendas, content, communications, surveys, and post-event follow-ups.
  • Partner with Finance, People, Workplace, and Internal Comms on event quality and team connection.
  • Help build a year-long view of CFO-org and Finance team events.
  • Support contractor and vendor management for CFO offsites and events as needed.

What Success Looks Like

In this role, success means:

  • The CFO’s calendar is organized, protected, and optimized, with investor and external meetings coordinated seamlessly and well in advance.
  • Monthly and quarterly financial reporting cycles run smoothly because materials are gathered, consolidated, and distributed on time.
  • The CFO, Finance & Strategy, Accounting, and BizOps teams feel well-supported with responsive, reliable operational assistance.
  • External partners, including investors, acquisition counterparties, and strategic contacts, experience the organization as organized, professional, and easy to work with.
  • The CEO’s inbox and calendar are monitored consistently, with high-priority items flagged and nothing important missed, in tight partnership with the Chief of Staff to the CEO.
  • CFO board commitments and prep cycles are scheduled and managed well in advance, in tight partnership with General Counsel and the Chief of Staff, Legal.
  • CFO-led offsites and Finance team events are polished, connected, and impactful.
  • Both executives trust this person implicitly with sensitive information, confidential communications, and high-stakes logistics.

What You Bring

  • 7+ years of executive support experience, ideally supporting a CFO, CEO, or C-level executive in a high-growth technology company.
  • Experience managing complex external relationship calendars, including scheduling meetings with investors, board members, or M&A counterparties.
  • Communication: Outstanding written and verbal communication skills; ability to draft polished, professional correspondence on behalf of the CFO and CEO.
  • Discretion: Proven ability to manage highly confidential and sensitive financial, strategic, and personnel information with absolute discretion.
  • Exceptional calendar, inbox, travel, and logistics management skills across multiple executives simultaneously.
  • 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 Finance, Accounting, BizOps, 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, Navan, expense systems, and project management tools preferred.
  • Familiarity with financial reporting cycles, investor materials, or experience in a finance, accounting, or investment environment is a plus.

Additional benefits for this role may include: 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.

Tier 1 Pay Range (San Francisco, New York City, Seattle) $159,000—$198,700 USD

Tier 2 Pay Range (All other US Locations) $138,200—$172,700 USD

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