Senior Executive Assistant

ServiceNow; Florida; Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Generous family leave

Matched donations

Annual learning stipends

Flexible PTO

Competitive retirement plan

Paid volunteer time

Job summary

ServiceNow is seeking an experienced Executive Assistant to support VP-level leadership in a fast-paced environment in Florida. The role involves calendar management, email and document drafting, travel planning, and expense reconciliation.

Ideal candidates will demonstrate top-notch organizational skills, confidentiality, and the ability to manage multiple priorities while coordinating high-priority projects and onboarding new hires. Office presence in WPB is required 3 days a week.

Qualifications

• 10+ years’ experience supporting VP level.
• Exceptional soft-skills.
• Experience handling confidential materials.
• Experience managing high-priority projects from multiple management levels.
• Experience leveraging AI to improve workflows or decision-making.

Responsibilities

• Schedule appointments, plan meetings, and maintain complex calendars.
• Draft and prepare routine and advanced correspondence with accuracy and proper formatting.
• Assist leadership with travel planning and visa/documents; reconcile leadership expenses/credit cards.
• Identify organizational needs and initiate effective solutions.
• Assist in onboarding new hires and related processes.
• Compile, prepare, and process Leadership expenses and credit card reconciliation.

Skills

Executive pace

Exceptional soft-skills

Confidential materials handling

Project coordination across levels

AI workflow integration

Tools

Zoom

Microsoft Office

Box

Concur

Google Docs

Job description

• Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks
• Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures
• Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities. Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation
• Identify needs and issues within the organization and initiate solutions
• Assist internal departments with the setup of new hires
• Assist new hires with processes including expense reporting and travel systems and other internal tools
• Compile, prepare and process Leadership expenses and credit card reconciliation where needed

Benefits

• Generous family leave
• Matched donations
• Annual learning stipends
• Flexible PTO
• Competitive retirement plan
• Paid volunteer time

• Desire to grow and take on your own projects while meeting deadlines
• 10+ years’ experience supporting VP level
• Exceptional soft-skills
• Experience with Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Box, Concur and Google Docs
• Experience managing a variety of high priority projects from multiple management and professional levels
• Experience handling confidential materials
• Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving. This may include using AI-powered tools, automating workflows, analyzing AI-driven insights, or exploring AI’s potential impact on the function or industry
• Need to be in WPB office 3x a week