Executive Assistant
Executive Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The role will support our GVP Integrated Marketing 1 additional VP
Would like this person to be able to go to our Santa Clara and San Francisco office as needed but will also be able to work remote at times.
What you get to do in this role:
We are seeking an experienced and highly-organized Executive Assistant who excels at managing high-volume complex schedules and travel arrangements for multiple senior leaders. Youll be the trusted partner for senior leadership anticipating needs and proactively managing logistics for both domestic and international travel meetings and projects. In this role you will manage up by understanding the priorities of executives handling competing demands and ensuring smooth operations in a fast-paced dynamic environment.
As an integral member of the team you will be responsible for both tactical and strategic tasks including managing multiple calendars coordinating high-stakes meetings and supporting both executives and teams in achieving company objectives.
Responsibilities:
Calendar and Meeting Management:
- Proactively manage and prioritize the executives calendars balancing multiple competing requests across time zones.
- Coordinate internal and external meetings including staff meetings agency briefings interviews virtual meetings (Zoom) off-site events and one-on-one appointments.
- Assist with food orders meeting logistics agenda creation and note-taking to ensure productive and efficient meetings.
- Resolve calendar conflicts and offer proactive solutions to ensure smooth scheduling.
- Ensure that meeting agendas are clear and aligned with the goals of the meeting working closely with the executives to confirm expectations and priorities.
Travel Management:
- Handle all aspects of domestic and international travel arrangements including flights accommodations ground transportation and any other special travel needs.
- Anticipate potential travel disruptions and proactively resolve issues to ensure seamless travel experiences for executives.
- Manage complex itineraries across multiple time zones ensuring all logistics and deadlines are met.
Expense Management:
- Manage expense reporting for executives ensuring timely submission of receipts reconciling corporate cards and handling reimbursements efficiently.
- Communication and Stakeholder Management:
- Serve as a communication bridge between executives and internal/external stakeholders conveying critical information clearly and professionally.
- Ensure that executives are informed of key developments upcoming meetings and deadlines in a timely manner.
Proactive Management:
- Anticipate the needs of executives working in advance to prepare for meetings travel and initiatives.
- Assist executives in managing and prioritizing their time by understanding broader team objectives so that you can direct requests and activities effectively.
- Project Management and Cross-Team Coordination:
- Support ad-hoc project work for senior leadership teams driving initiatives scheduling meetings and ensuring progress against project timelines.
- Anticipate project needs streamline processes and provide follow-up as necessary to keep projects on track.
- Onboarding and Vendor/Agency Support:
- Provide onboarding support for new hires including scheduling onboarding meetings preparing workspaces and ensuring new employees have the tools and access they need to succeed.
- Oversee onboarding for new vendors and agencies ensuring they have the appropriate documents access and resources to engage with the company.
Qualifications :
To be successful in this role you have:
- 5 years of executive or senior administrative assistant experience including managing multiple executives and handling high-pressure time-sensitive tasks.
- A proactive forward-thinking attitude with the ability to manage up and anticipate the needs of your executives.
- Demonstrated experience managing high-volume complex travel itineraries including international travel coordination across multiple time zones.
- Proven ability to juggle multiple ever-changing priorities managing various team schedules and requests.
- Ability to drive meeting preparation and agendas with clarity and purpose ensuring senior leaders are fully prepared and aligned on expectations.
- Strong interpersonal and communication skills with the ability to interact confidently with all levels of the organization and external partners.
- High level of confidentiality and sound judgment with the ability to handle sensitive matters with discretion.
- Technical proficiency in Microsoft Office Suite (Word Outlook PowerPoint) Zoom Concur and other productivity tools. Familiarity with tools like Teams and Asana is a plus.
- Detail-oriented with excellent organizational skills capable of managing multiple projects and tasks simultaneously while maintaining accuracy.
- A desire to grow professionally with the ability to take on new responsibilities and work under pressure while meeting deadlines
JV20
For positions in this location we offer a base pay of $104100 - $151000 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 creed religion sex sexual orientation national origin or nationality ancestry age disability gender identity or expression marital status 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 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. 2025 Fortune Media IP Limited. All rights reserved. Used under license.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
