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Executive Assistant to the CEO

Filevine is a rapidly growing software company that is pioneering a new way of managing complex requirements and tasks, saving our users valuable time, improving productivity and efficiency, and driving a higher level of customer satisfaction by improving communications. Filevine is known for powerful analytics, innovative organizational science, and a world-class user experience. The company has an extraordinary team of passionate professionals who love working together to help organizations thrive.

Think you’d bring something incredible to our team? Then we should talk. We’re always looking for top-shelf talent, so feel free to take a look at our current job openings—you might be exactly who we’re looking for.

The Executive Assistant is responsible for driving the execution of strategic priorities as defined by the executive team. Additionally, they work on diverse projects based on the company’s priorities and manage a wide variety of initiatives for senior leadership. They work on short-term, ad-hoc, as well as longer-term analyses and projects, map out processes and develop efficiencies and improvements, research and develop content for internal and external use, and work closely with all departments as needed to execute initiatives. From day one, the EA will have an immediate impact on our productivity, streamlining strategic initiatives, overseeing program management, and communicating objectives between departments. In general, they provide a buffer between a chief executive and their direct-reporting team by working behind the scenes to solve problems, mediate disputes, and deal with issues before they are brought to the chief executive.

Objectives of this role

  • Oversee strategic business initiatives from development through successful execution under the guidance of senior leadership and departmental heads
  • Review, design, and execute on executive initiatives
  • Improve current processes and coordinate organizational procedures for optimized efficiency and productivity
  • Schedule, attend and take notes during quarterly board meetings
  • Coordinate quarterly business reviews with the management team
  • Attend and following up on objectives set during monthly MBO meetings
  • Run company-wide Thursday meetings

Responsibilities

  • Serve as liaison between staff, executives, senior leaders, and CEO, regarding company climate, employee well-being, project updates, proposals, and planning
  • Assist the human resources department with new hires, including documentation and onboarding, and collaborate to address and resolve all employee concerns
  • Oversee daily operations through collaboration with senior management and department leaders, performing an array of administrative tasks from managing calendars, generating correspondence, maintaining hard copy and electronic files, planning and coordinating annual corporate meetings, and scheduling facilities
  • Build and develop relationships with all employees for increased efficiency and effective responsiveness into existing operations, and help to define new operational strategies, working with CEO and executives on special projects
  • Serve as a subject matter expert, handling inquiries and developing action plans to address
  • them, and assisting with the preparation and dissemination of communications

Skills and Qualifications

  • Bachelor's degree in Business Administration or similar field
  • 3+ years in a business or executive management role
  • Proven experience organizing and directing multiple teams and departments
  • Excellent written and verbal communication
  • Extremely versatile, dedicated to efficient productivity
  • Experience planning and leading strategic initiatives

Preferred Qualifications

  • Experience with data analysis
  • Experience with budget management
  • Proven success in a project coordination role
  • Nimble business mind with a focus on developing creative solutions
  • Strong project reporting skills, with a focus on interdepartmental communication

Filevine is an Equal Opportunity Employer. Qualifications for employment, promotion and other terms and conditions of employment are based upon the ability to perform the job. Equal-employment opportunities are provided to all applicants and employees without regard to race, creed, religion, color, age, national origin, sex, disability, veteran status, or other legally protected class. Filevine is committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or accommodation due to disability, or if you have concerns related to Filevine’s equal employment opportunities, you may contact us at legal@filevine.com