Executive Assistant to the Chief Technology Officer

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 will be the glue, guru, and playmaker for a roughly 350-person R&D organization spanning Engineering and Product. You will act as a trusted right hand, decision-maker, and primary administrative operator for the CTO while providing targeted operational and calendar support for other senior R&D leaders.

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 relationship-building across the company.

The remote role may also be performed in a hybrid or in-office arrangement in San Francisco, New York, Chicago, or Salt Lake City. Compensation is $75,000 to $95,000 annually, with potential additional rewards including commissions, stock options, paid time off, and comprehensive medical, dental, and vision benefits.

• 3+ years 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 teams.
• Direct, clear, and proactive communication style.
• Ability to synthesize complex information quickly and communicate clearly across all organizational levels.
• Proficiency with Google Workspace, including Sheets, Forms, Docs, and Drive; Microsoft Outlook and Exchange; Slack; and Zoom.
• Experience with travel and expense systems such as Navan and Ramp.
• Experience with operations and collaboration tools such as Guru, Claude or other AI tooling, Lattice, and Gong.
• Highly organized with exceptional attention to detail, strong calendar prioritization skills, and the ability to navigate matrixed organizational structures.

• Master complex, high-context calendar management for the CTO, balancing shifting priorities, strategic working blocks, and urgent requests.
• Provide high-leverage calendar and operational assistance to key senior R&D leaders, including VPs, EVPs, and the Chief Architect, as needed.
• 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.
• Synthesize background details directly into meeting descriptions ahead of executive 1:1s rather than listing generic titles.
• Oversee all travel bookings, itineraries, and preferences for the CTO through Navan from start to finish.
• Process receipts and expense reports in Ramp while ensuring strict adherence to company policy.
• Track annual training allocations and per-person travel budgets across tribe leaders while maintaining real-time visibility into offsites through Budget vs. Actual trackers.
• Co-host and coordinate the weekly Friday Demo Day program, maintaining multi-tribe rotation calendars and publishing weekly presenter announcements.
• Administer recurring recognition initiatives, such as the weekly AI Wins program, by managing submission forms, voting tallies, and reward tier logic.
• Coordinate logistics for major conferences and leadership offsites, including attendee tracking, team mapping, badge allocations, and vendor or deposit payments.
• Administer shared Google Drive and Outlook groups, execute weekly new-hire onboarding access workflows, and perform quarterly organization-wide access audits across Slack, Google, and Exchange.