Executive Assistant to the Chief

Filevine; Alaska; Remote; USD 90,000 - 130,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Parental leave

Disability insurance (short & long)

Job summary

Filevine seeks an Executive Assistant to the CTO to orchestrate high-context calendar management and complex scheduling for a 350-person R&D organization. You will act as a trusted right hand, coordinate travel, and support senior technology leaders with proactive planning and meticulous operations.

In this role you will own meeting operations, drive cross-functional communications, and ensure adherence to company policies while maintaining strong relationships across Engineering and Product

Qualifications

• 3+ years as an EA supporting VP/C-level executives in tech environments.
• Experience supporting CTOs or other technology leadership preferred.
• Direct, proactive communication and ability to synthesize complex information.
• Proficiency with Google Workspace, Outlook/Exchange, Slack, and Zoom; familiarity with travel/expense systems.

Responsibilities

• Master calendar architecture for the CTO and senior R&D leaders.
• Provide calendar and operational support for VP/EVP and Chief Architect.
• Coordinate meetings, agendas, notes, and action items across leadership teams.
• Oversee travel bookings, itineraries, and preferences via Navan.
• Handle expense reports in Ramp with policy compliance.
• Track budgets and offsite visibility using Budget vs. Actual dashboards.

Skills

Calendar management

Executive support

Cross-functional coordination

Communication

Operational mindset

Tools

Google Workspace

Outlook/Exchange

Slack

Zoom

Navan

Ramp

Guru

Claude/AI tooling

Lattice

Gong

Job description

Executive Assistant to the Chief Technology Officer

2026-10-13 Filevine all cities,AK

Description:

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.

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.

Work Location Expectation: Remote or option to be hybrid/in-office in one the following locations: San Francisco, New York, Chicago, or Salt Lake City

Cool Company Benefits:

• A dynamic, rapidly growing company, focused on helping organizations thrive
• Medical, Dental, & Vision Insurance (for full-time employees)
• Competitive & Fair Pay
• Maternity & paternity leave (for full-time employees)
• Short & long-term disability
• Opportunity to learn from a dedicated leadership team
• Top-of-the-line company swag

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