Remote Work Opportunity

Executive Assistant

ServiceNow United States

Deadline: Not specified

Short Summary

Executive Assistant at ServiceNow. About the employer It all started when engineer Fred Luddy wrote code that automated a tedious task for his coworker, Phyllis. She cried tears of joy. That moment inspired Fred to build a company that could do that for everyone—freeing people from busywork so they could focus on meaningful work. Today, ServiceNow is the AI control tower for business reinvention. Our ServiceNow AI platform…

Key Details

Position / opportunity: Executive Assistant
Organization: ServiceNow
Country / coverage: United States
Location: Newport Beach, California, United States
Work arrangement: Remote
Opportunity type: Remote work opportunities
Sector: Operations & Logistics
Compensation: Not specified
Application deadline: Not specified by source

Description

About the employer

It all started when engineer Fred Luddy wrote code that automated a tedious task for his coworker, Phyllis. She cried tears of joy. That moment inspired Fred to build a company that could do that for everyone—freeing people from busywork so they could focus on meaningful work. Today, ServiceNow is the AI control tower for business reinvention. Our ServiceNow AI platform brings together any AI, any data, and any workflow— helping 85% of the Fortune 500® work smarter, faster, and better. We're building an AI-native culture where technology and talent are unstoppable together. And we're just getting started.

Join us to put AI to work for people.

Responsibilities

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. 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 setup

Track RSVPs, attendee confirmations, and special accommodations

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 the Sr EA guidance, the EA role will:

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

Support scheduling calls and meeting coordination under Sr. EA direction

Administrative Operations & Support:

Maintain OCFO filing systems, databases, and operational documentation

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

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

Reporting & Authority:

Reports to: Senior Executive Assistant

Authority 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.

Qualifications

Required Qualifications & Competencies:

5+ years as an Executive assistant

This position will require trips to the Bay Area

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:

Experience supporting C-suite or senior executive team

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

Sr. EA has more bandwidth for strategic work due to execution support

No duplicate effort or parallel decision-making between Executive Assistant and Sr. EA

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

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)

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

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.

Responsibilities

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. 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.
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 setup
Track RSVPs, attendee confirmations, and special accommodations
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 the Sr EA guidance, the EA role will:
Manage routine email processing, routing, and responses

Requirements / Eligibility

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

This position will require trips to the Bay Area

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:

Experience supporting C-suite or senior executive team

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

Sr. EA has more bandwidth for strategic work due to execution support

No duplicate effort or parallel decision-making between Executive Assistant and Sr. EA

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

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)

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.

How To Apply

Select Apply now to complete the application for this position. Submit the documents requested in the application form.