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Salary: USD 104,400 - 172,300 / annual
ServiceNow is seeking an Executive Assistant to serve as an operational partner to the Senior Executive Assistant, supporting the executive office of the President and Chief Financial Officer. This is a hybrid role requiring in-office presence on Tuesdays and Thursdays.
The Executive Assistant will focus on event execution, communications support, administrative operations, and after-hours backup. You will report to the Senior Executive Assistant and work under their strategic direction on all complex or executive-facing decisions. The Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. Your role amplifies the Sr. EA's capacity by owning execution on defined operational areas.
Key Responsibilities:
Event Coordination & Logistics: Execute event planning and logistics including 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 for upcoming meetings are available; track meeting attendees and flag status to Sr. EA. Handle post-event follow-up and real-time problem-solving.
Communications Support: Manage routine email processing, routing, and responses under Sr. EA guidance. 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 for conflicts and flag immediately to Sr. EA. Prepare weekly calendar reviews highlighting key activities. 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 and supply ordering. Process expenses, reimbursements, and financial documentation. 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. 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. Maintain shared team resources and calendars.
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.
Work Environment: 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.
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
