Executive Assistant

ServiceNow•Los Angeles, CA

4d•$94,000 - $155,100•Hybrid

About The Position

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. The role focuses on event execution, communications support, administrative operations, and after-hours backup. It is not a 100% remote role and requires work in both a professional office environment and the executive’s residential space, based in the Los Angeles or Orange County area. The Executive Assistant reports to the Senior Executive Assistant, serves as an extension of the CFO, and partners with the CFO on priorities and execution while collaborating with the Senior Executive Assistant on complex or executive-facing decisions. The Executive Assistant owns event execution and vendor logistics, routine communications and scheduling, administrative operations and documentation, and after-hours urgent support. The Senior Executive Assistant retains ownership of calendar strategy and hold decisions, executive communications strategy, cross-functional coordination and stakeholder relationships, compliance and governance decisions, strategic project coordination, executive-facing interactions and decisions, supervision of the Executive Assistant, and travel logistics coordination through an external Travel Manager. The role executes events under the Senior Executive Assistant’s strategic direction; provides professional and personal support to the executive; coordinates vendors, catering, transportation, and on-site setup; tracks attendance and accommodations; and ensures meeting and event materials are ready. It also supports routine communications and scheduling, maintains calendar logistics, prepares executive materials, manages filing systems and office operations, processes expenses, coordinates with internal stakeholders, maintains team knowledge resources, and handles or escalates urgent after-hours requests. The position requires trips to the Bay Area.

Requirements

At least 5 years of experience as an Executive Assistant.
Experience supporting a C-suite executive or senior executive team.
Ability to travel to the Bay Area.
Social media skills, including creating and managing content across platforms.
Strong organizational and project management skills, including the ability to manage multiple priorities.
Excellent written and verbal communication skills and ability to prepare professional correspondence.
Ability to work independently and follow the Senior Executive Assistant’s direction without constant oversight.
Strong attention to detail and accuracy in documentation and logistics.
Ability to remain calm and solve problems in high-pressure environments.
Proficiency with Outlook, Teams, Office 365, and calendar management software.
Ability to follow processes and escalate appropriately.
Flexibility, adaptability, and willingness to adjust priorities as needed.
Discretion and professionalism in handling confidential information.

Nice To Haves

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.

Responsibilities

Execute event planning and logistics under the Senior Executive Assistant’s strategic direction for departmental meetings, executive office events, and organization-wide initiatives.
Provide professional and personal support to the executive, balancing business priorities with personal needs and responsibilities.
Coordinate vendors, catering, transportation, and on-site event setup.
Track RSVPs, attendee confirmations, and special accommodations.
Anticipate needs, manage competing priorities, and ensure seamless execution of professional and personal responsibilities.
Ensure preparation materials for upcoming meetings are available, track attendees, and flag status to the Senior Executive Assistant.
Ensure materials and run-of-show documents are available to the President and CFO.
Handle post-event follow-up, troubleshooting, and real-time problem-solving.
Manage routine email processing, routing, and responses under Senior Executive Assistant guidance.
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 promptly flag them to the Senior Executive Assistant.
Prepare weekly calendar reviews and highlight key activities for the Senior Executive Assistant.
Coordinate scheduling logistics with external participants and support calls and meetings under Senior Executive Assistant direction.
Coordinate day-to-day logistics, scheduling, and organizational needs across residential and professional settings.
Maintain OCFO filing systems, databases, and operational documentation.
Prepare executive reports, presentations, and briefing documents.
Handle office management and supply ordering.
Process expenses, reimbursements, and financial documentation.
Manage shared calendars, scheduling tools, and software administration.
Organize and maintain the executive’s residential space and office environment.
Execute multi-executive scheduling logistics under the Senior Executive Assistant’s strategy.
Set up meetings and coordinate follow-up as directed by the Senior Executive Assistant.
Manage operational details with internal stakeholders and document meetings, action items, and deliverables.
Serve as an escalation point for operational issues.
Assist with EA team scheduling and coordination; maintain shared team resources and calendars.
Update EA playbooks and operational documentation and support onboarding and knowledge transfer.
Document processes and operational best practices.
Handle urgent after-hours requests, maintain communication during business-critical situations, and escalate appropriately.
Escalate all executive-facing decisions to the Senior Executive Assistant.