Executive Assistant

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. This is not a 100% remote role. The position will require working both in a professional office environment and in the executive’s residential space, based in Los Angeles or Orange County Area. The Executive Assistant reports to the Senior Executive Assistant but serves as an extension of the CFO, partnering closely with the CFO on priorities and execution while collaborating with the Senior Executive Assistant on 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: 
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) 

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)  

Provide both professional and personal support to the executive, balancing business priorities with personal needs and responsibilities. 

Manage vendor coordination, catering, transportation, and on-site setup  

Track RSVPs, attendee confirmations, and special accommodations  

Proactively anticipate needs, manage competing priorities, and ensure seamless execution of both professional and personal responsibilities.

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 SR EA guidance: 
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  

Coordinate day-to-day logistics, scheduling, and organizational needs across residential and professional settings.

Support scheduling calls and meeting coordination under Sr. EA direction  

Administrative Operations & Support:  
Maintain OCFO filing systems, databases, and operational documentation  

Maintain the highest standards of discretion, confidentiality, flexibility, attention to detail, and sound judgment.

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  

Organize and maintain the executive’s residential space and office environment, ensuring both are well-organized and efficiently managed. 

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  

Qualifications
Required Qualifications & Competencies: 
5+ years as an Executive assistant 

This position will require trips to the Bay Area 

Experience supporting C-suite or senior executive team  

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: 
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  

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  

 
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
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