Executive Assistant

ServiceNow; San Francisco (CA); Hybrid; USD 94,000 - 155,000; Full time

Benefits offered by this job

Equity

Health plans

401(k) Plan

Flexible time away plan

Family leave programs

Job summary

ServiceNow in San Francisco is seeking an Executive Assistant to support the Senior Executive Assistant and the President/Chief Financial Officer's office. The role focuses on event execution, communications support, administrative operations, and after-hours backup, reporting to the Sr.

EA and handling defined operational areas. You will own calendar accuracy, cross-functional coordination, and executive materials, while coordinating travel, vendors, and complex scheduling.

Qualifications

• 5+ years as an Executive assistant.
• This role 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.

Responsibilities

• Execute event planning and logistics under Sr. EA direction, including meetings and company events.
• Manage vendor coordination, catering, transportation, and on-site setup.
• Track RSVPs, attendee confirmations, and special accommodations.
• Ensure materials and run-of-show documents are available to President and CFO.
• Handle post-event follow-up and real-time problem-solving.
• Manage routine email processing, routing, and responses.
• Coordinate scheduling emails, meeting confirmations, and calendar updates.
• Maintain communication logs and prepare executive summaries.
• 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.
• Maintain filing systems, databases, and operational documentation.
• Prepare executive materials: reports, presentations, briefing documents.
• Handle office management and supply ordering; process expenses and reimbursements.
• Manage shared calendars, scheduling tools, and software administration.
• Set up meetings and coordinate follow-up on Sr. EA direction.
• Document meetings, action items, and deliverables; escalation point for issues.
• Assist with EA team scheduling and knowledge management; maintain playbooks.

Skills

Executive support

Event coordination

Calendar management

Vendor management

Communications

Tools

Outlook

Teams

Office 365

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.

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. 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:

• 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
• Handle urgent after-hours requests and escalated appropriately
• 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 escalates 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 elevate 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:

• Event execution and vendor logistics
• Routine communications and scheduling
• Administrative operations and documentation
• After-hours urgent support
• 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

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 [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.

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