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Salary: USD 104,400 - 172,300 / annual
ServiceNow is seeking an Executive Assistant to support the executive office of the President and Chief Financial Officer. This is an operational execution role reporting to the Senior Executive Assistant, focused on amplifying the Sr. EA's capacity through event execution, communications support, administrative operations, and after-hours backup.
Key responsibilities include:
**Event Coordination & Logistics:** Execute event planning and logistics for departmental meetings, executive office events, and organization-wide initiatives (holiday parties, town halls, all-hands meetings). Manage vendor coordination, catering, transportation, and on-site setup. Track RSVPs, attendee confirmations, and special accommodations. Ensure prep materials are available and handle post-event follow-up and troubleshooting.
**Communications Support:** Manage routine email processing, routing, and responses. Coordinate scheduling emails, meeting confirmations, and calendar updates. Maintain communication logs and prepare executive communication summaries under Sr. EA guidance.
**Calendar & Scheduling Support:** Maintain calendar accuracy and update logistics for confirmed meetings. Monitor for conflicts and flag to Sr. EA immediately. Prepare weekly calendar reviews and coordinate with external participants on scheduling logistics.
**Administrative Operations:** Maintain OCFO filing systems, databases, and operational documentation. Prepare executive materials including reports, presentations, and briefing documents. Handle office management, supply ordering, expense processing, and reimbursements. Manage shared calendars and scheduling tools.
**Cross-Functional Coordination:** Execute multi-executive scheduling logistics under Sr. EA strategy. Set up meetings and coordinate follow-up. Manage operational details with internal stakeholders and document meetings, action items, and deliverables.
**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.
**After-Hours Support:** Handle urgent after-hours requests and escalate appropriately. Maintain communication during business-critical situations.
Important distinction: This role owns event execution, routine communications, administrative operations, and after-hours support. The Sr. EA retains ownership of calendar strategy, executive communications strategy, cross-functional coordination strategy, and all executive-facing decisions.
Work Environment: Fast-paced environment with competing priorities and time-sensitive requests. Occasional after-hours support required. Collaboration with Sr. EA, finance teams, compliance, and cross-functional partners. High level of professionalism and confidentiality required. Required to be in office on Tuesdays and Thursdays.
**Requirements:**
- 5+ years as an Executive Assistant
- 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:**
- Experience supporting C-suite or senior executive team
- 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
