CTO Executive Assistant & Tech Ops Partner

Filevine; New York (NY); Remote; USD 100,000 - 150,000; Full time

Benefits offered by this job

Medical, Dental, & Vision Insurance

Maternity & paternity leave

Disability insurance

Company swag

Job summary

Filevine is seeking an Executive Assistant to the CTO for a ~350-person R&D organization spanning Engineering and Product. You will be the trusted right hand, decision-maker, and primary operator for the CTO, while also providing targeted operational support for other senior R&D leaders.

You will be the key operational connector across Technology. Master calendar architecture, proactive problem-solving, project coordination, budget tracking, and building strong relationships across the company

Qualifications

• 3+ years as an EA supporting VP/C-level executives, ideally in tech/SaaS/AI.
• Experience supporting CTO, CPO, or other tech-adjacent teams.
• Direct, proactive communication; ability to synthesize complex information.

Responsibilities

• Master calendar architecture for the CTO and senior R&D leaders.
• Provide calendar and operational support to VP/EVP/Chief Architect as needed.
• Coordinate meetings, pre-build agendas, take notes, and track action items.
• Create context-driven meeting descriptions for execs rather than listing generic titles.
• Oversee end-to-end travel bookings and itineraries for the CTO via Navan.
• Process receipts and expense reports in Ramp per policy.
• Budget tracking for training allocations and travel budgets; maintain visibility across offsites.
• Co-host weekly Demo Day and publish presenter announcements.
• Administer recognition programs (AI Wins) with forms, votes, rewards.
• Coordinate logistics for conferences and leadership offsites; manage attendee tracking and vendor payments.
• Manage shared Drive/Outlook groups and onboarding access; conduct quarterly audits.

Skills

EA experience

Executive support

Calendar management

Communication

Tools

Google Workspace

Outlook

Slack

Zoom

Navan

Ramp

Guru

Claude AI

Lattice

Gong

Job description

Filevine is seeking an Executive Assistant to the CTO for a ~350-person R&D organization spanning Engineering and Product. You will be the trusted right hand, decision-maker, and primary operator for the CTO, while also providing targeted operational support for other senior R&D leaders.

You will be the key operational connector across Technology. Master calendar architecture, proactive problem-solving, project coordination, budget tracking, and building strong relationships across the company