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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
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.
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 [email protected] 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.
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