Executive Assistant, Strategic Finance Org

ServiceNow•Santa Clara, CA

About The Position

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-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-Level come 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 escalate 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.

Requirements

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.

Responsibilities

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)
Handles sensitive information with absolute confidentiality and knows what to escalate 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.
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.