Executive Assistant

ServiceNow•Los Angeles, CA

11h•$94,000 - $155,100•Remote

About The Position

The Executive Assistant is an operational partner and force multiplier supporting the Senior Executive Assistant in the executive office of the President and Chief Financial Officer. The role focuses on event execution, communications support, administrative operations, and after-hours backup. The Executive Assistant reports to the Senior Executive Assistant and performs defined operational work under their strategic direction. Executive-facing or strategic decisions are escalated to the Senior Executive Assistant. The Senior Executive Assistant retains ownership of calendar strategy, executive communications strategy, strategic cross-functional coordination, complex vendor relationships, and other executive-facing decisions. The position includes event planning and logistics, routine communications and scheduling support, administrative and financial documentation, operational coordination, and maintenance of team resources and processes. It requires travel to the Bay Area, occasional after-hours support for urgent executive needs, and collaboration with the Senior Executive Assistant, finance teams, compliance, and cross-functional partners. The work environment is fast-paced, with competing priorities and time-sensitive requests, and requires professionalism, confidentiality, flexibility, and adaptability.

Requirements

At least 5 years of experience as an executive assistant.
Willingness to travel to the Bay Area.
Social media skills, including creating and managing content across platforms.
Strong organizational and project management skills, with the ability to manage multiple priorities.
Excellent written and verbal communication skills and professional correspondence ability.
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 problem-solve 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

Experience supporting a C-suite executive or senior executive team.
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 direction, including departmental meetings, executive office events, and organization-wide initiatives.
Coordinate vendors, catering, transportation, and on-site setup; track RSVPs, confirmations, and special accommodations.
Ensure meeting preparation materials and run-of-show documents are available; track attendees and flag status to the Senior Executive Assistant.
Handle event follow-up, troubleshooting, and real-time problem-solving.
Manage routine email processing, routing, and responses under the Senior Executive Assistant’s guidance.
Coordinate scheduling emails, meeting confirmations, calendar updates, and logistics with external participants.
Maintain communication logs and prepare executive communication summaries.
Maintain calendar accuracy and meeting logistics, monitor for conflicts, and promptly flag issues to the Senior Executive Assistant.
Prepare weekly calendar reviews and highlight key activities for the Senior Executive Assistant.
Support scheduling calls and meeting coordination under the Senior Executive Assistant’s direction.
Maintain OCFO filing systems, databases, and operational documentation.
Prepare 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.
Execute multi-executive scheduling logistics and coordinate meetings and follow-up under the Senior Executive Assistant’s direction.
Manage operational details with internal stakeholders, document meetings, action items, and deliverables, and 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; 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.