Remote Executive Assistant & Events Coordinator

Healing Strides Counseling; Oregon; Remote; USD 94,000 - 155,000; Full time

Job summary

ServiceNow is seeking an Executive Assistant to support the President and Chief Financial Officer, focusing on event execution, communications support, administrative operations, and after-hours backup. The Executive Assistant reports to the Senior Executive Assistant and enhances calendar management and cross-functional coordination.

Travel to the Bay Area is expected. You will manage routine emails, scheduling, prepare materials, handle vendor coordination, and maintain operational

Qualifications

• 5+ years as an Executive assistant
• Trips to the Bay Area required
• 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

Responsibilities

• Execute event planning and logistics under Sr. EA strategic direction
• 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 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 escalated 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. Does not own calendar strategy, executive communications strategy, or cross-functional coordination strategy. All executive-facing or strategic decisions elevate to Sr. EA.

Skills

Executive support

Calendar management

Communication

Attention to detail

Tools

Outlook

Teams

Office 365

Job description

ServiceNow is seeking an Executive Assistant to support the President and Chief Financial Officer, focusing on event execution, communications support, administrative operations, and after-hours backup. The Executive Assistant reports to the Senior Executive Assistant and enhances calendar management and cross-functional coordination.

Travel to the Bay Area is expected. You will manage routine emails, scheduling, prepare materials, handle vendor coordination, and maintain operational