Executive Assistant to CTO – Strategic Calendar & Ops Lead

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

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