Executive Assistant

Executive AssistantFull-timeEmployee Type: RegularRegion: AMS - North America and CanadaWork Persona: RemoteCompany DescriptionIt 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.Job DescriptionPosition 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 decisionsThe 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 logisticsRoutine communications and schedulingAdministrative operations and documentationAfter-hours urgent supportSenior Executive Assistant OWNS:Calendar strategy and all hold decisionsExecutive communications strategy and messagingCross-functional coordination and stakeholder relationshipsCompliance and governance decisionsStrategic project coordinationAll executive-facing interactions and decisionsSupervision and direction of Executive Assistant roleTravel 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 setupTrack RSVPs, attendee confirmations, and special accommodationsProactively 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 stepsEnsure materials and run-of-show documents are available to President and CFOHandle post-event follow-up and execute event troubleshooting and real-time problem-solvingCommunications Support & Coordination, Under SR EA guidance:Manage routine email processing, routing, and responsesCoordinate scheduling emails, meeting confirmations, and calendar updatesMaintain communication logs and prepare executive communication summariesCalendar & Scheduling Support:Maintain calendar accuracy and update logistics for confirmed meetingsMonitor the calendar for conflicts and flag to Sr. EA immediatelyPrepare weekly calendar reviews and highlight key activities for Sr. EACoordinate with external participants on scheduling logisticsCoordinate day-to-day logistics, scheduling, and organizational needs across residential and professional settings.Support scheduling calls and meeting coordination under Sr. EA directionAdministrative Operations & Support:Maintain OCFO filing systems, databases, and operational documentationMaintain the highest standards of discretion, confidentiality, flexibility, attention to detail, and sound judgment.Prepare executive materials: reports, presentations, briefing documentsHandle office management and supply orderingProcess expenses, reimbursements, and financial documentationManage shared calendars, scheduling tools, and software administrationOrganize 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 strategySet up meetings and coordinate follow-up on Sr. EA directionManage operational details with internal stakeholdersDocument meetings, action items, and deliverablesServe as escalation point for operational issuesTeam Operations & Knowledge Management:Assist with EA team scheduling and coordinationUpdate and maintain EA playbooks and operational documentationSupport onboarding and knowledge transfer proceduresMaintain shared team resources and calendarsDocument processes and operational best practicesAfter-Hours & Urgent Support:Handle urgent after-hours requests and escalate appropriatelyMaintain communication during business-critical situationsEscalate all executive-facing decisions to Sr. EAQualificationsRequired Qualifications & Competencies:5+ years as an Executive assistantThis position will require trips to the Bay AreaExperience supporting C-suite or senior executive teamSocial media skills, including creating and managing content across platformsStrong organizational and project management skills; ability to manage multiple prioritiesExcellent written and verbal communication; professional correspondence abilityAbility to work independently and follow Sr. EA direction without constant oversightStrong attention to detail and accuracy in documentation and logisticsAbility to remain calm and problem-solve in high-pressure environmentsProficiency with Outlook, Teams, Office 365, and calendar management softwareDemonstrated ability to follow processes and escalate appropriatelyFlexible, adaptable, and willing to adjust priorities as neededDiscretion and professionalism in handling confidential informationPreferred Qualifications:Event planning and coordination experienceExperience with vendor management and contract coordinationKnowledge of financial operations or compliance requirementsExperience working as part of a larger administrative teamWhat Success Looks Like:Sr. EA can delegate event execution without micromanaging logisticsRoutine communications are handled professionally without Sr. EA involvementExecutive-facing communications always go through Sr. EA before deliveryCalendar logistics are executed perfectly; Sr. EA owns the calendar strategyUrgent after-hours issues are handled competently or escalated immediatelyWork Environment & Expectations:Fast-paced environment with competing priorities and time-sensitive requestsOccasional after-hours support for urgent executive needsCollaboration with Sr. EA, finance teams, compliance, and cross-functional partnersHigh level of professionalism and confidentiality requiredFlexibility and adaptability to changing circumstances and prioritiesSupport role—all executive decisions and strategy owned by Sr. EAFor positions in this location, we offer a base pay of $94,000 - $155,100, plus equity (when applicable), variable/incentive compensation and benefits. Sales positions generally offer a competitive On Target Earnings (OTE) incentive compensation structure. Please note that the base pay shown is a guideline, and individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location. We also offer health plans, including flexible spending accounts, a 401(k) Plan with company match, ESPP, matching donations, a flexible time away plan and family leave programs.Compensation is based on the geographic location in which the role is located and is subject to change based on work location.Additional InformationWork PersonasWe approach our distributed world of work with flexibility and trust. Work personas (flexible, remote, or required in office) are categories that are assigned to ServiceNow employees depending on the nature of their work and their assigned work location.Learn more here. To determine eligibility for a work persona, ServiceNow may confirm the distance between your primary residence and the closest ServiceNow office using a third-party service.Equal Opportunity EmployerServiceNow is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity,  veteran status, or any other category protected by law. In addition, all qualified applicants with arrest or conviction records will be considered for employment in accordance with legal requirements.AccommodationsWe strive to create an accessible and inclusive experience for all candidates. If you require a reasonable accommodation to complete any part of the application process, or are unable to use this online application and need an alternative method to apply, please contact[email protected]for assistance.Export Control RegulationsFor positions requiring access to controlled technology subject to export control regulations, including the U.S. Export Administration Regulations (EAR), ServiceNow may be required to obtain export control approval from government authorities for certain individuals. All employment is contingent upon ServiceNow obtaining any export license or other approval that may be required by relevant export control authorities.From Fortune. ©2026 Fortune Media IP Limited. All rights reserved. Used under license.By clicking the link above or any third-party link within this posting, you are leaving this site and going to a third-party website where the third-party website's terms and privacy policy applyI'm interestedI'm interestedPrivacy Notice