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Filevine

Posted 9 days ago

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Executive Assistant to the Chief Technology Officer

United StatesRemoteFull-time

AI Summary

Supports the CTO and senior R&D leaders as a high-impact executive assistant, managing complex calendars, meeting operations, travel, budgets, and cross-functional coordination for a ~350-person technology organization.

About this role

Filevine is a Legal AI company delivering Legal Operating Intelligence for the future of legal work. Grounded in a singular system of truth, Filevine brings together data, documents, workflows, and teams into one unified platform—where modern legal work happens with clarity and consistency.
Powered by LOIS, the Legal Operating Intelligence System, Filevine connects context across every matter to transform legal operations from reactive to proactive. LOIS reads, understands, and reasons across your data to surface insight, automate complexity, and give professionals the clarity and confidence to see more, know more, and do more. Fueled by a team of exceptional collaborators and innovators, Filevine’s rapid growth has earned AI awards and recognition from Deloitte and Inc. as one of the most innovative and fastest-growing technology companies in the country.

Role Summary:

As Executive Assistant to the CTO, you are the glue, guru, and playmaker for a ~350-person R&D organization spanning Engineering and Product. In this high-impact role, you will act as a trusted right hand, decision-maker, and primary administrative operator for the CTO, while also providing targeted operational and calendar support for other senior R&D leaders across the organization.

You will be the key operational cross-functional connector across Technology. Individual contributors, managers, directors, and executives will look to you for direction. Success in this role requires mastering calendar architecture, proactive problem-solving, project coordination, budget tracking, and building strong relationships across the company.

Key Responsibilities:

  • Executive Calendar Architecture: Master complex, high-context calendar management for the CTO, balancing shifting priorities, strategic working blocks, and urgent requests.
  • R&D Leadership Support: Provide high-leverage calendar and operational assistance to key senior R&D leaders (VPs, EVPs, and Chief Architect) on an as-needed basis.
  • Meeting Operations & Notes: Own coordination, agenda pre-building, notes, and action-item follow-through for core leadership syncs (including TEL, R&D Core, R&D Monthly, and Skip-Level 1:1s).
  • Context-Driven Agendas: Synthesize background details directly into meeting descriptions ahead of executive 1:1s rather than listing generic titles.
  • End-to-End Travel Management: Oversee all travel bookings, itineraries, and preferences for the CTO via Navan from start to finish.
  • Expense & Policy Compliance: Process receipts and expense reports in Ramp, ensuring strict adherence to company policy (e.g., calculating fare differences between premium cabins and standard economy).
  • Budget Tracking & Visibility: Track the annual training allocations and per-person travel budgets across tribe leaders, while maintaining real-time visibility into offsites via Budget vs. Actual (BvA) trackers.
  • Demo Day Coordination: Co-host/coordinate the weekly Friday Demo Day program, maintaining multi-tribe rotation calendars and publishing weekly presenter announcements.
  • Internal Recognition Programs: Administer recurring recognition initiatives (such as the weekly AI Wins program) by managing submission forms, voting tallies, and reward tier logic.
  • Event Logistics & Offsites: Coordinate logistics for major conferences and leadership offsites, managing attendee tracking, team mapping, badge allocations, and vendor/deposit payments.
  • Systems Access & Governance: Administer shared Google Drive and Outlook groups, execute weekly new-hire onboarding access workflows, and perform quarterly org-wide access audits across Slack, Google, and Exchange.

    • Qualifications:

    • Experience: 3+ years as an EA supporting VP/C-level executives, ideally in a fast-paced technology, SaaS, or AI environment.

    • Prior experience supporting CTO, CPO, or other technology-adjacent team(s)

    • Communication Style: Direct, clear, and proactive. Ability to synthesize complex information quickly and communicate clearly across all org levels.

    • Tool Proficiency:

      • Core Suite: Google Workspace (Sheets, Forms, Docs, Drive), MS Outlook/Exchange, Slack, Zoom.

      • Travel & Expense Systems: Navan, Ramp.

      • Ops & Collaboration: Guru, Claude/AI tooling, Lattice, Gong.

      • Operational Mindset: Highly organized with exceptional attention to detail, strong calendar prioritization skills, and ability to navigate matrixed org structures.

    Skills

    ClaudeExchangeGongGoogle DriveGoogle FormsGoogle SheetsGoogle WorkspaceGuruLatticeMS OutlookNavanRampSlackZoom

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