Executive Assistant

Employment: Full-time Experience level: Entry Level Job Description 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. The Executive Assistant reports to the Senior Executive Assistant and works 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. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas.  Key Responsibilities : 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)  Manage vendor coordination, catering, transportation, and on-site setup  Track RSVPs, attendee confirmations, and special accommodations  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 the Sr EA guidance, the EA role will:  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  Support scheduling calls and meeting coordination under Sr. EA direction  Administrative Operations & Support:  Maintain OCFO filing systems, databases, and operational documentation  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  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  Reporting & Authority: Reports to: Senior Executive Assistant  Authority Level: Operational execution on defined responsibilities under Sr. EA direction. Does not own calendar strategy, executive communications strategy, or cross-functional coordination strategy. All executive-facing or strategic decisions escalate to Sr. EA. Qualifications Required Qualifications & Competencies: 5+ years as an Executive assistant This position will require trips to the Bay Area 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: 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  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  Sr. EA has more bandwidth for strategic work due to execution support  No duplicate effort or parallel decision-making between Executive Assistant and Sr. EA  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  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)   For 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 Information Work Personas We 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 Employer ServiceNow 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.   Accommodations We 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 globaltalentss@servicenow.com for assistance.  Export Control Regulations For 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. Company 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.