Executive Assistant

ServiceNow•Santa Clara, CA

2d•$114,400 - $155,000

About The Position

The Executive Assistant supports VP-level leadership by managing complex and changing calendars, planning meetings, resolving scheduling obstacles, and helping leaders make effective use of their time. The role prepares and reviews correspondence, presentations, and reports; coordinates travel and required travel documents; and manages leadership expense and credit card reconciliation. The Executive Assistant also identifies organizational issues and helps facilitate solutions, supports internal departments with new-hire setup, and guides new hires through expense reporting, travel systems, and other internal processes and tools.

Requirements

10+ years of experience supporting VP-level leaders.
Highly organized, with exceptional communication skills and the ability to manage multiple high-priority projects involving different management and professional levels.
Experience leveraging or critically considering how to integrate AI into work processes, decision-making, or problem-solving, such as through AI-powered tools, workflow automation, or analysis of AI-driven insights.
Proficiency with Zoom, Microsoft Office (Word, Excel, PowerPoint, and Outlook), Box, Concur, and Google Docs.
Experience handling confidential materials.
Professional demeanor and strong soft skills.
Positive, personable, can-do attitude.

Nice To Haves

Desire to grow and take on independent projects.

Responsibilities

Schedule appointments, plan meetings, and maintain complex and changing calendars while resolving scheduling roadblocks.
Draft and prepare routine and advanced correspondence, emails, presentations, and reports; review outgoing correspondence for accuracy, formatting consistency, signatures, and compliance with executive procedures.
Optimize leadership and organizational use of time and make decisions about short-term priorities and work activities.
Arrange travel in accordance with company procedures and support the organization in obtaining necessary visas, passports, and other travel documents.
Compile, prepare, and process leadership expenses and credit card reconciliation.
Identify organizational issues and initiate or facilitate solutions.
Assist internal departments with new-hire setup.
Help new hires with expense reporting, travel systems, and other internal processes and tools.