Job Description

Executive Assistant to the CEO & CFO

Great people. Greater business impact.

About CAI

CAI Software builds digital work execution platforms and software solutions that help manufacturing businesses operate with greater clarity and control. Our people bring structure to complexity by replacing fragmented, paper-based processes with connected digital workflows that improve visibility, compliance, and decision-making in real industrial environments. With 45+ years of experience and a presence across 10+ countries, CAI combines deep industry understanding with practical technology. Our team consists of ~800 employees worldwide who work across 15 core industries and support 5,000+ customers, guided by sound judgment, long-term thinking, and outcomes that endure.

CAI Business Units and the Markets We Serve

CAI Software is organized into three business units — Graphic Communications, Process Manufacturing, and Discrete Manufacturing — aligned to the markets we serve, with a Corporate Shared Services model supporting each of the 3 business units. This structure allows our teams to stay close to customer needs while operating with the scale and support of a global software company.

This role sits in the Office of the CEO and CFO, supporting the senior-most leaders of CAI Software across all three business units and works closely with the Company’s private equity sponsors.

About the Role

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.

What You'll Do

• 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.

What We're Looking For

• 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.

Preferred Qualifications

• Experience coordinating cross-functional or global teams and integration activity following acquisitions.

• Notary public commission (or willingness to obtain) helpful for corporate signing logistics.

Why Join Us

You'll have the opportunity to support some of the most critical leadership initiatives in our company's history. This is a highly visible role working directly with the CEO, CFO, Board of Directors, and our private equity sponsor to shape the future operating model of CAI. You'll bring clarity, discipline, and execution focus to a fast-paced executive environment while gaining exposure across every function of the business.

CAI Software is an “EEO/Veterans/Disabled employer.”

Equal Employment Opportunity

CAI Software is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, sex (including pregnancy, sexual orientation, and gender identity or expression), religion, disability, genetic information, marital status, veteran status, or any other basis protected by local, state or federal law.

Disability Accommodation

CAI Software endeavors to make reasonable accommodations for applicants with disabilities and disabled veterans pursuant to applicable federal and state law. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to access or use the online application process and need an alternative method for applying, please contact us at talent.acquisition@caisoft.com or send an e-mail with your specific accommodation request.

Work Authorization

Applicants must be authorized to work in the United States. CAI Software does not unlawfully discriminate on the basis of citizenship or immigration status in accordance with the Immigration Reform and Control Act of 1986 (IRCA)

Pay Transparency Nondiscrimination

CAI Software will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rightsnotice from the Department of Labor.