Executive Assistant (Chief Technology Officer)

Filevine; United States; On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Maternity/Paternity leave

Disability insurance

Open office in Sugar House

Company swag

Impact from Day 1

Job summary

Filevine is seeking an Executive Assistant to the CTO to act as the glue for a ~350-person R&D organization spanning Engineering and Product. You will be the 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 master calendar architecture, oversee travel and expense processes, budget visibility, and coordinate cross-functional activities

Qualifications

• 3+ years of EA experience supporting VP/C-level executives in tech, SaaS, or AI environments.
• Strong calendar management and cross-functional coordination across engineering and product teams.
• Experience with travel booking, expense reporting, and budget visibility.

Responsibilities

• Executive Calendar Architecture: Master complex calendar for the CTO with shifting priorities and urgent requests.
• R&D Leadership Support: Provide calendar and operational support to senior leaders as needed.
• Meeting Operations & Notes: Own coordination, agendas, notes, and action items for leadership syncs.
• Context-Driven Agendas: Create meeting descriptions with background context for 1:1s.
• End-to-End Travel Management: Manage all travel bookings and preferences for the CTO.
• Expense & Policy Compliance: Process receipts and expense reports following policy.
• Budget Tracking & Visibility: Track training allocations and travel budgets with real-time dashboards.
• Demo Day Coordination: Co-host weekly Demo Day and publish presenter announcements.
• Internal Recognition Programs: Administer weekly recognition programs and voting.
• Event Logistics & Offsites: Coordinate conferences and leadership offsites, including billing.
• Systems Access & Governance: Manage access and onboarding workflows, audits across tools.

Skills

Calendar management

Travel coordination

Expense processing

Budget tracking

Meeting operations

Cross-functional collaboration

Onboarding workflows

Tools

Google Workspace

MS Outlook/Exchange

Slack

Zoom

Navan

Ramp

Guru

Lattice

Gong

Job description

• 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
• 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

Benefits

• Medical, Dental, & Vision Insurance
• Competitive & Fair Pay
• Maternity & Paternity leave
• Short & long-term disability
• Centrally located open office in Sugar House
• Company swag that will make your friends envious
• Opportunity to make an impact on Day 1

Core Suite: Google Workspace (Sheets, Forms, Docs, Drive), MS Outlook/Exchange, Slack, ZoomOps & Collaboration: Guru, Claude/AI tooling, Lattice, GongTravel & Expense Systems: Navan, RampOperational Mindset: Highly organized with exceptional attention to detail, strong calendar prioritization skills, and ability to navigate matrixed org structuresPrior experience supporting CTO, CPO, or other technology-adjacent team(s)Experience: 3+ years as an EA supporting VP/C-level executives, ideally in a fast-paced technology, SaaS, or AI environmentTool Proficiency:Communication Style: Direct, clear, and proactive. Ability to synthesize complex information quickly and communicate clearly across all org levels