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Tech Executive Assistant

Job Description

We are looking for an executive assistant to support the Technology/Development team. This person will handle a wide range of administrative and executive support related tasks and will be able to work independently with little supervision. This person will be very well organized, flexible and enjoy the administrative challenges of supporting fast-paced executives.

The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Who you're committed to being:

  • Highly organized
  • Able to anticipate needs and dependencies without being asked or directed
  • Excellent time management and prioritization
  • Superior writing/editing skills
  • Flexible and willing to perform other duties as requested
  • Strong attention to accuracy and detail
  • A life long learner, constantly learning, improving and innovating
  • Tech savvy
  • Able to make your remote employees as much a part of the team as those in the office

Tasks:

  • Keep Tech VP/Directors’ calendars organized with available slots for interviews and meetings
  • Reschedule meetings in the event of emergencies, incidents, or double-bookings
  • Work with recruiters and managers to loop in and coordinate the right people for interviews
  • Maintain sections and projects in FV for tech annual reviews, 1:1s, pulse/morale checks within the Tech depts, and follow up on upcoming due FV tasks when needed
  • Keep notes and follow up on action items arising in Engineering (daily), Product (2x weekly), Quality, and Reliability (weekly) Standups for distribution to VP, Directors, Leads and discussion in Tech Leadership Sync Meetings (2x weekly)
  • Keep agenda and notes and follow up on action items arising in all Big Picture (monthly), Retrospective (quarterly), and Blameless Afteraction Review Meetings (2x monthly)
  • Aggregate team and department retrospectives across Technology
  • Keep agenda and notes and follow up on action items arising in Tech Leadership Sync Meetings (2x weekly)
  • Agenda, organize, attend, and follow up (or stand in for VP/Directors) on other important meetings and collaborations
  • Serve as Project Manager for some cross-team non-technical Tech initiatives
  • Keep tech stats and metrics updated in spreadsheets as we release (daily/weekly)
  • Draft and edit some presentations and department communications
  • Schedule and shepherd new employees through new-hire onboarding process
  • Schedule and confirm on-call rotation weekly
  • Schedule and confirm weekly Tech Talks and Demo Days topics/presenters
  • Assist with organization of Yearly (or 2x yearly) Hackathon logistics and other in-person or Zoom get-togethers

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