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Filevine is a Legal AI company delivering Legal Operating Intelligence for the future of legal work. The company brings together data, documents, workflows, and teams into one unified platform powered by LOIS (Legal Operating Intelligence System). Filevine has earned recognition from Deloitte and Inc. as one of the most innovative and fastest-growing technology companies in the country.
This Executive Assistant role supports the Chief Technology Officer and the broader R&D leadership team. You will serve as the operational backbone for the CTO's calendar and strategic priorities, managing complex scheduling that balances shifting priorities, strategic working blocks, and urgent requests. You'll coordinate and own meeting operations for core leadership syncs including TEL, R&D Core, R&D Monthly, and Skip-Level 1:1s, building context-driven agendas that synthesize background details rather than generic titles.
Key responsibilities include end-to-end travel management via Navan, expense processing and policy compliance through Ramp, and budget tracking across tribe leaders with real-time visibility into offsites. You'll coordinate the weekly Friday Demo Day program, administer internal recognition initiatives like the AI Wins program, and manage logistics for major conferences and leadership offsites. Additionally, you'll handle systems access and governance, including Google Drive and Outlook group administration, new-hire onboarding workflows, and quarterly org-wide access audits.
You'll work in a fast-paced, high-growth environment where operational excellence directly enables leadership effectiveness. The role requires synthesizing complex information quickly, communicating clearly across all organizational levels, and maintaining exceptional attention to detail in a matrixed structure.
REQUIREMENTS:
- 3+ years as an Executive Assistant supporting VP/C-level executives, ideally in a fast-paced technology, SaaS, or AI environment
- Prior experience supporting CTO, CPO, or other technology-adjacent teams
- Direct, clear, and proactive communication style with ability to synthesize complex information quickly
- Proficiency with Google Workspace (Sheets, Forms, Docs, Drive), MS Outlook/Exchange, Slack, and Zoom
- Experience with Navan and Ramp (travel and expense systems)
- Familiarity with Guru, Claude/AI tooling, Lattice, and Gong
- Highly organized with exceptional attention to detail, strong calendar prioritization skills, and ability to navigate matrixed org structures
About Filevine
Legal / Compliance / Risk; SaaS — legal case management and workflow platform.
