Executive Assistant to the CEO & CFO

CAI World-Wide•Salt Lake, UT

3d•Onsite

About The Position

CAI Software is seeking a highly organized, proactive, and discreet Executive Assistant to serve as a trusted partner to the Chief Executive Officer and Chief Financial Officer. This role is the operational anchor for the Office of the CEO and is fundamental to how senior leadership executes against an aggressive growth, M&A, and value-creation agenda. This is a high-visibility position and the successful candidate will inherit established relationships with the Board, sponsor partners, and senior leadership, and will be expected to maintain — and elevate — the standard of excellence, confidentiality, and responsiveness those stakeholders rely on. The ideal candidate brings prior experience supporting C-level executives in a private equity-backed, financial, or fast-paced enterprise software environment, and operates with a high level of professionalism, discretion, and anticipatory judgment.

Requirements

Demonstrated ability to anticipate CEO and CFO needs and proactively address.
Demonstrated flexibility and responsiveness, with the ability to provide reliable support across varying time zones and during urgent situations.
Must be comfortable handling last-minute travel changes, including after-hours coordination related to international travel disruptions, and be consistently accessible when critical issues arise.
Bachelor's degree required (Liberal Arts, Business, Communications, Finance, or related field).
3–7+ years of experience as an Executive Assistant or in a similar senior administrative role supporting C-level executives.
Experience supporting C-suite executives in the enterprise software, technology, or other fast-paced industry strongly preferred.
Prior experience in a private equity-backed, sponsor-owned, or financially-driven environment (e.g., supporting board, investor, or M&A activity) preferred.
Advanced calendar, time, and inbox management across multiple stakeholders and time zones.
Strong meeting, travel, and event planning experience, including international and high-stakes logistics.
Excellent written and verbal communication; ability to draft executive-level correspondence and edit board-ready materials.
Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) and core business tools (Zoom, Concur or similar expense systems, DocuSign or similar e-signature platforms).
Operates with the highest level of discretion, integrity, and professionalism; demonstrated track record handling confidential information.
Anticipates executive needs and works independently with limited supervision.
Strong sense of urgency and ownership; able to manage competing, shifting priorities under pressure.
Calm, polished executive presence; comfortable interacting with directors, investors, customers, and senior leaders.
Adaptability and resilience in a fast-paced, evolving, growth-stage environment.
Ability to travel domestically, on a limited basis, to support board meetings, leadership offsites, and corporate events.

Nice To Haves

Experience coordinating cross-functional or global teams and integration activity following acquisitions.
Notary public commission (or willingness to obtain) helpful for corporate signing logistics.

Responsibilities

Serve as a trusted right hand to the CEO and CFO, anticipating needs, removing friction, and protecting executive time and focus.
Manage complex, ever-changing CEO and CFO calendars across multiple time zones; resolve conflicts with sound judgment on priority and trade-offs.
Schedule and coordinate internal and external meetings, including leadership team, customer, partner, sponsor, and board-level interactions; prepare agendas, pre-reads, and logistics so each meeting starts on time and ends with clear outcomes.
Act as gatekeeper for incoming communications, requests, document signing, and meeting invitations; triage and align with quarterly priorities and value-creation initiatives.
Prepare, format, and proof high-quality reports, presentations, and briefing materials for internal leadership, board, sponsor, and external audiences.
Coordinate end-to-end logistics for Board of Directors and sponsor (PE owner) meetings — scheduling, materials assembly, distribution, dinners, and follow-up correspondence.
Partner with the CFO and Finance team on board books, quarterly reporting packages, and committee materials; maintain board portal and secure data-room organization (e.g., Diligent, BoardVantage, SharePoint).
Support the CFO with the rhythm of the financial calendar — month-end and quarter-end close, audit, budget, lender reporting, tax, and insurance timelines; coordinate scheduling and document flow with auditors, lenders, tax advisors, and brokers.
Support a high-tempo M&A and integration agenda by coordinating diligence calls, management presentations, site visits, and signing/closing logistics; help maintain confidential project trackers, NDAs, and data-room access lists in partnership with Legal and Finance.
Plan and manage detailed domestic and international travel for the CEO and CFO, including flights, ground transportation, accommodations, visas, and resilient backup plans for disruptions; reconcile expenses promptly and accurately.
Plan and execute corporate events, leadership offsites, sponsor visits, customer dinners, town halls, and team meetings; manage venue selection, vendors, contracts, and budget tracking aligned to CAI brand and standards. This includes supporting meetings in the Salt Lake City office.
Track action items, decisions, and follow-ups across executive forums and ensure timely closure with accountable owners.
Support general office administration in the executive suite; maintain organized filing systems, contract repositories, and executive records, both physical and digital.
Handle highly confidential information — including M&A activity, financial results, compensation, board materials, and personnel matters — with the highest level of discretion.
Limited travel domestically may be required to support board meetings, leadership offsites, and corporate events.