Executive Assistant

Job description

It all started in sunny San Diego, California in 2004 when a visionary engineer, Fred Luddy, saw the potential to transform how we work. Fast forward to today — ServiceNow stands as a global market leader, bringing innovative AI-enhanced technology to over 8,100 customers, including 85% of the Fortune 500®. Our intelligent cloud-based platform seamlessly connects people, systems, and processes to empower organizations to find smarter, faster, and better ways to work. But this is just the beginning of our journey. Join us as we pursue our purpose to make the world work better for everyone.

Benefit options available through Magnit Global, depending on contract factors and upon meeting requirements.

What you get to do in this role

We are seeking an experienced and proactive Executive Assistant who thrives in fast-paced environments. This role supports three VPs requiring regular office presence at our Santa Clara location at least two to three days weekly based on business needs. The position involves significant coordination across multiple time zones, requiring flexibility and excellent time management skills to ensure effective communication and support for executives working in different regions.

This is a role for someone who is AI-proficient, detail-obsessed, and deeply collaborative.

You’ll be operating in a super fast-paced, high-volume environment which requires exceptional diligence and vigilance. You’ll need to manage multiple priorities simultaneously as demands rapidly shift, ensuring nothing falls through the cracks while supporting multiple VPs.

The position requires adaptability to support executive schedules that may extend beyond traditional hours. While we value work-life balance, the ideal candidate thrives in a dynamic environment where priorities can shift rapidly and requires flexibility.

Responsibilities

• Calendar & Time Design: Orchestrate complex calendars with intention across multiple time zones—prioritizing impact, resolving conflicts, and helping leaders invest time where it matters most.
• Proactive Communication Management: Maintain exceptional response times for emails, messages, and requests, ensuring nothing falls through the cracks. Prioritize communications based on urgency and executive needs.
• Detail-Oriented Documentation: Create, maintain, and organize critical documents, presentations, and information with meticulous attention to detail, ensuring accuracy and accessibility.
• Follow-Through Excellence: Track all action items, commitments, and deadlines with a robust system that ensures timely completion and appropriate escalation when needed.
• Stakeholder Relationship Management: Build and maintain strong relationships with our EA community, and internal / external stakeholders, serving as the first point of contact and representing executives with professionalism.
• Travel & Logistics: Manage all travel (domestic and international) with precision, anticipating risks and designing itineraries that maximize efficiency and productivity.
• Expense & Budget Management: Oversee expenses and reports with accuracy and timeliness; identify opportunities to automate and streamline processes.
• AI-Enabled Operations: Continuously evaluate and integrate AI tools to improve workflows, analyze data, and enhance decision-making for executives and the team.
• Special Projects: Drive cross-functional projects that require discretion, collaboration, and a bias for execution.
• Information Confidentiality: Maintain absolute discretion with sensitive information, demonstrating impeccable judgment about what to share, when, and with whom.
• On-site Support: Provide consistent in-person presence to handle immediate needs, facilitate face-to-face interactions, and coordinate office events and catering arrangements with seamless execution.

• Team Coverage: Demonstrate flexibility to provide coverage for other Executive Assistants as needed during absences, busy periods, or special circumstances to ensure continuous support across the organization

• Pursuant to the California Fair Chance Act, Los Angeles County Fair Chance Ordinance for Employers, Los Angeles Fair Chance Initiative for Hiring Ordinance, and San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These includ…