Executive Assistant to Sr. EA — Events & Operations Pro

ServiceNow; Newport Beach (CA); Hybrid; USD 94,000 - 155,000; Full time

Benefits offered by this job

Health plans

401(k) plan

Equity (when applicable)

Flexible time away

Family leave programs

Job summary

ServiceNow in Newport Beach is seeking an Executive Assistant to support the President and CFO's office. You will handle event execution, communications, administrative operations, and after-hours backup, reporting to the Senior Executive Assistant. 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.

Qualifications

• 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.
• Discretion and professionalism in handling confidential information.
• Proficiency with calendar tools: Outlook, Teams, Office 365.
• Follow processes and escalate as needed.
• Flexible, adaptable, and able to adjust priorities.
• Discretion and professionalism with confidential information.

Responsibilities

• Execute event planning and logistics under Sr. EA strategic direction, including department meetings, executive office events, and organization-wide initiatives.
• 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.
• 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.
• 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 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.
• 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.
• 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 elevate appropriately.
• Maintain communication during business-critical situations.
• Escalate all executive-facing decisions to Sr. EA.
• Reports to: Senior Executive Assistant
• Authority Level: Operational execution on defined responsibilities under Sr. EA direction.

Skills

Executive support

Travel coordination

Scheduling

Communication

Project management

Outlook/Office 365

Discretion

Problem solving under pressure

Outlook/Teams/Office 365

Tools

Outlook

Teams

Office 365

Job description

ServiceNow in Newport Beach is seeking an Executive Assistant to support the President and CFO's office. You will handle event execution, communications, administrative operations, and after-hours backup, reporting to the Senior Executive Assistant. 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.