Executive Assistant

ServiceNow, Inc.; Orlando (FL); Remote; USD 90,000 - 120,000; Full time

Benefits offered by this job

Remote-friendly

Flexible schedule

Job summary

ServiceNow is seeking an experienced Executive Assistant to support the VP, managing calendars, prioritizing meetings, and acting as the gatekeeper for the leader’s time. You will coordinate across a global team, balance confidential matters with diplomacy, and help drive efficient, strategic scheduling aligned to business goals.

The role requires high organization, discretion, and professional communication, with responsibility for travel arrangements, expense reporting, and cross-functional

Qualifications

• 10+ years’ experience supporting VP level or senior executives.
• Ability to maintain confidentiality with sensitive information.
• Exceptional written and spoken communication and professional demeanor.
• Strong calendar prioritization and time-management skills.
• Diplomacy and stakeholder management across multiple teams.

Responsibilities

• Lead calendar management for the leader, curating options and conflicts.
• Gatekeeper for the leader’s time, triaging inbound requests and protecting focus time.
• Coordinate team events, travel, and expenses; manage visa/passport needs if required.
• Support Leadership expense reporting and credit card reconciliation.
• Collaborate with the Chief of Staff and Strategic Finance to align schedules with business goals.
• Ensure timely communication across time zones and maintain a high-trust environment.

Skills

Calendar management

Executive support

Stakeholder management

Discretion and confidentiality

Strong written and verbalcommunication

Calm under pressure

Highly organized

Decision prioritization

Bias toward action

Tools

Zoom

Microsoft Office Suite

Box

Concur

Job description

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.

What you get to do in this role:

• “Calendar is the anchor”: Lead strategic calendar management for the leader,

curating meeting options, flagging conflicts, and providing clear recommendations

to enable fast, well-prioritized decisions.

• Act as gatekeeper for the leader’s time, applying strong business and finance

judgment to triage inbound requests, resolve conflicts proactively, and protect

focus time and peak periods (e.g., quarter-end, board prep, planning cycles)

• How we will set you up for success: you are a key part of the Team, within a high[1]trust environment. Your voice counts and carries weight in driving prioritization.

• Cultural fit and chemistry: Complementary to the exec’s style with high trust and

direct, honest feedback both ways.

• Principles are clear and defined upfront. Example: Meeting with Board members / C[1]Level comes first, Investors call as 2nd customers as a 3rd, Interviews as a 4th, internal as a 5th etc.

• Coordination across time zones. The Leader works with a global team.

• Judgment and discretion: Handles sensitive information with absolute confidentiality and knows what to escape vs. handle solo.

-Ensure Leader maintain a healthy/ sustainable schedule – be the voice of reason

when needed. Protect focus blocks and align the schedule with business goals.

-Execute and coordinate team events and meetings, partnering with the Chief of

Staff to drive Strategic Finance’s community and culture

-Assist leadership and organizations by optimizing the usage of time. Make

decisions on short-term priorities and work activities.

-Arrange all travel to ensure consistency within company procedures and

support the organization in obtaining necessary travel

documents, including Visa/passport, while maintaining Leadership expenses/credit

card reconciliation.

-Coordinates teamwide events (offsite, lunches/dinners, etc.)

-Identify issues within the organization and initiate or facilitate solutions. Diplomacy

and influence to ensure smooth cadence.

-Assist internal departments with the setup of new hires, including internal

processes, tools, expense reporting, and travel systems

-Compile, prepare, and process Leadership expenses and credit card reconciliation

where needed.

To be successful in this role you have:

-10+ years’ experience supporting VP level

• Confidentiality is a must have (i.e., support Finance

and Senior Leadership interactions). Experience handling confidential materials.

• Ability to remain calm under pressure: “Keep calm and carry on”.
• High level of professionalism in writing and verbal communication. Being formal

matters.

• Diplomacy: Handles conflict, difficult personalities, and “no” messages with tact

and emotional intelligence

• Stakeholder management: Acts as an ambassador for the exec, builds trust with the

team and keeps a strong “lay of the land” on dynamics and politics.

• Understanding of the stakeholders (i.e., customers vs. Internal senior leaders, etc.).
• Reactivity during normal working hours
• Highly organized with exceptional communication skills and ability to manage

a variety of high-priority projects from multiple management and professional levels

• A strong bias toward action

with a proactive, solution-oriented mindset, demonstrating judgment in calendar

prioritization, and the

Proficient in Zoom, Microsoft Office suites

(Word, Excel, PowerPoint, Outlook), Box, Concur.

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 (https://careers.servicenow.com/life-at-servicenow#workpersonas) . 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 [e-mail] 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.