Executive Assistant

Job description

It all started when engineer Fred Luddy wrote code that automated a tedious task for his coworker, Phyllis. She cried tears of joy. That moment inspired Fred to build a company that could do that for everyone—freeing people from busywork so they could focus on meaningful work. Today, ServiceNow is the AI control tower for business reinvention. Our ServiceNow AI platform brings together any AI, any data, and any workflow— helping 85% of the Fortune 500® work smarter, faster, and better. We're building an AI-native culture where technology and talent are unstoppable together. And we're just getting started. Join us to put AI to work for people. Position Overview: The Executive Assistant is a force multiplier and operational partner to the Senior Executive Assistant, supporting the executive office of the President and Chief Financial Officer. This role focuses on event execution, communications support, administrative operations, and after-hours backup. This is not a 100% remote role. The position will require working both in a professional office environment and in the executive’s residential space, based in Los Angeles or Orange County Area. The Executive Assistant reports to the Senior Executive Assistant but serves as an extension of the CFO, partnering closely with the CFO on priorities and execution while collaborating with the Senior Executive Assistant on complex or executive-facing decisions The Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas. Key Responsibilities: Key Distinctions: This Role vs. Senior Executive Assistant: Executive Assistant OWNS: Event execution and vendor logistics Routine communications and scheduling Administrative operations and documentation After-hours urgent support Senior Executive Assistant OWNS: Calendar strategy and all hold decisions Executive communications strategy and messaging Cross-functional coordination and stakeholder relationships Compliance and governance decisions Strategic project coordination All executive-facing interactions and decisions Supervision and direction of Executive Assistant role Travel logistics coordination (managed through external Travel Manager) Event Coordination & Logistics: Execute event planning and logistics under Sr. EA strategic direction, including departmental meetings, executive office events, and organization-wide initiatives (e.g., holiday parties, town halls, all-hands meetings) Provide both professional and personal support to the executive, balancing business priorities with personal needs and responsibilities. Manage vendor coordination, catering, transportation, and on-site setup Track RSVPs, attendee confirmations, and special accommodations Proactively anticipate needs, manage competing priorities, and ensure seamless execution of both professional and personal responsibilities. Ensure all prep materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to Sr. EA to determine next steps Ensure materials and run-of-show documents are available to President and CFO Handle post-event follow-up and execute event troubleshooting and real-time problem-solving Communications Support & Coordination, Under SR EA guidance: Manage routine email processing, routing, and responses Coordinate scheduling emails, meeting confirmations, and calendar updates Maintain communication logs and prepare executive communication summaries Calendar & Scheduling Support: Maintain calendar accuracy and update logistics for confirmed meetings Monitor the calendar for conflicts and flag to Sr. EA immediately Prepare weekly calendar reviews and highlight key activities for Sr. EA Coordinate with external participants on scheduling logistics Coordinate day-to-day logistics, scheduling, and organizational needs across residential and professional settings. Support scheduling calls and meeting coordination under Sr. EA direction Administrative Operations & Support: Maintain OCFO filing systems, databases, and operational documentation Maintain the highest standards of discretion, confidentiality, flexibility, attention to detail, and sound judgment. Prepare executive materials: reports, presentations, briefing documents Handle office management and supply ordering Process expenses, reimbursements, and financial documentation Manage shared calendars, scheduling tools, and software administration Organize and maintain the executive’s residential space and office environment, ensuring both are well-organized and efficiently managed. Cross-Functional Coordination: Execute multi-executive scheduling logistics under Sr. EA strategy Set up meetings and coordinate follow-up on Sr. EA direction Manage operational details with internal stakeholders Document meetings, action items, and deliverables Serve as escalation point for operational issues Team Operations & Knowledge Management: Assist with EA team scheduling and coordination Update and maintain EA playbooks and operational documentation Support onboarding and knowledge transfer procedures Maintain shared team resources and calendars Document processes and operational best practices After-Hours & Urgent Support: Handle urgent after-hours requests and escalate appropriately Maintain communication during business-critical situations Escalate all executive-facing decisions to Sr. EA Required Qualifications & Competencies: 5+ years as an Executive assistant This position will require trips to the Bay Area Experience supporting C-suite or senior executive team Social media skills, including creating and managing content across platforms Strong organizational and project management skills; ability to manage multiple priorities Excellent written and verbal communication; professional correspondence ability Ability to work independently and follow Sr. EA direction without constant oversight Strong attention to detail and accuracy in documentation and logistics Ability to remain calm and problem-solve in high-pressure environments Proficiency with Outlook, Teams, Office 365, and calendar management software Demonstrated ability to follow processes and escalate appropriately Flexible, adaptable, and willing to adjust priorities as needed Discretion and professionalism in handling confidential information Preferred Qualifications: Event planning and coordination experience Experience with vendor management and contract coordination Knowledge of financial operations or compliance requirements Experience working as part of a larger administrative team What Success Looks Like: Sr. EA can delegate event execution without micromanaging logistics Routine communications are handled professionally without Sr. EA involvement Executive-facing communications always go through Sr. EA before delivery Calendar logistics are executed perfectly; Sr. EA owns the calendar strategy Urgent after-hours issues are handled competently or escalated immediately Work Environment & Expectations: Fast-paced environment with competing priorities and time-sensitive requests Occasional after-hours support for urgent executive needs Collaboration with Sr. EA, finance teams, compliance, and cross-functional partners High level of professionalism and confidentiality required Flexibility and adaptability to changing circumstances and priorities Support role—all executive decisions and strategy owned by Sr. EA For positions in this location, we offer a base pay of $94,000 - $155,100, plus equity (when applicable), variable/incentive compensation and benefits. 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