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Job description
Executive AssistantThe 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 setupTrack RSVPs, attendee confirmations, and special accommodationsEnsure 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 the Sr EA guidance, the EA role will: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 logisticsSupport scheduling calls and meeting coordination under Sr. EA directionAdministrative Operations & Support:Maintain OCFO filing systems, databases, and operational documentationPrepare executive materials: reports, presentations, briefing documentsHandle office management and supply orderingProcess expenses, reimbursements, and financial documentationManage shared calendars, scheduling tools, and software administrationCross-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. EAReporting & Authority:Reports to: Senior Executive AssistantAuthority 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.QualificationsRequired Qualifications & Competencies:5+ years as an Executive assistantStrong 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:Experience supporting C-suite or senior executive teamEvent 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 immediatelySr. EA has more bandwidth for strategic work due to execution supportNo duplicate effort or parallel decision-making between Executive Assistant and Sr. EAWork 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. EAKey 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)For positions in this location, we offer a base pay of $104,400 - $172,300, 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 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
Worksite address
santa clara, CA, 95054, US
Who can apply
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