Executive Assistant to the Chief Technology Officer

Filevine is a Legal AI company delivering Legal Operating Intelligence for the future of legal work. Its unified platform brings together data, documents, workflows, and teams to help transform legal operations from reactive to proactive.

As Executive Assistant to the CTO, you will be a trusted partner and primary administrative operator for the CTO, supporting a roughly 350-person R&D organization spanning Engineering and Product. You will also provide targeted operational and calendar support to senior R&D leaders and serve as a cross-functional connector across Technology.

This is a full-time remote role, with the option to work hybrid or in-office in San Francisco, New York, Chicago, or Salt Lake City. The compensation range is $75,000–$95,000, with benefits that may include medical, dental, and vision insurance, paid time off, parental leave, disability coverage, and stock options.

• At least 3 years of experience as an executive assistant supporting VP- or C-level executives, ideally in a fast-paced technology, SaaS, or AI environment.
• Prior experience supporting a CTO, CPO, or other technology-adjacent team.
• Direct, clear, and proactive communication skills, including the ability to quickly synthesize complex information and communicate across organizational levels.
• Proficiency with Google Workspace (Sheets, Forms, Docs, and Drive), MS Outlook/Exchange, Slack, and Zoom.
• Experience with travel and expense systems such as Navan and Ramp.
• Familiarity with operations and collaboration tools such as Guru, Claude or other AI tools, Lattice, and Gong.
• Highly organized, exceptional attention to detail, strong calendar prioritization skills, and the ability to navigate matrixed organizations.

• Manage the CTO’s complex, high-context calendar, balancing changing priorities, strategic work blocks, and urgent requests.
• Provide calendar and operational support to senior R&D leaders, including VPs, EVPs, and the Chief Architect, as needed.
• Coordinate core leadership meetings, prepare agendas, take notes, and follow up on action items.
• Prepare context-driven meeting descriptions for executive one-on-ones.
• Manage the CTO’s travel bookings, itineraries, and preferences using Navan.
• Process receipts and expense reports in Ramp, ensuring compliance with company policy.
• Track annual training allocations and per-person travel budgets for tribe leaders, and maintain real-time Budget vs. Actual trackers for offsites.
• Coordinate the weekly Friday Demo Day program, maintain multi-tribe rotation calendars, and publish presenter announcements.
• Administer recurring recognition programs, including submission forms, voting tallies, and reward tier logic.
• Coordinate logistics for conferences and leadership offsites, including attendee tracking, team mapping, badge allocations, and vendor and deposit payments.
• Administer shared Google Drive and Outlook groups, manage weekly new-hire access workflows, and conduct quarterly access audits across Slack, Google, and Exchange.