Executive Assistant

ServiceNow • Orlando, FL

2d

About The Position

The Executive Assistant provides strategic, high-trust support to a senior leader in Strategic Finance. The role focuses on managing the leader’s time through strategic calendar planning, triaging requests, resolving conflicts, protecting focus time, and aligning the schedule with business priorities. The assistant coordinates across time zones and maintains confidentiality while exercising sound judgment about what to escalate and what to handle independently.

The position also supports organizational effectiveness and team culture by coordinating meetings and events in partnership with the Chief of Staff, facilitating solutions to organizational issues, and assisting with new-hire setup. Responsibilities include arranging travel and necessary travel documents, and preparing and reconciling leadership expenses and credit-card transactions in accordance with company procedures.

Requirements

• 10+ years of experience supporting VP-level leaders.
• Demonstrated ability to handle confidential materials; confidentiality is essential when supporting Finance and senior-leadership interactions.
• Ability to remain calm under pressure.
• High level of professionalism in written and verbal communication.
• Diplomacy and emotional intelligence in handling conflict, difficult personalities, and delivering negative messages.
• Stakeholder-management skills, including building trust, representing the executive, and maintaining awareness of organizational dynamics.
• Understanding of different stakeholder needs, including customers and internal senior leaders.
• Responsiveness during normal working hours.
• Strong organization and communication skills, with the ability to manage multiple high-priority projects across management and professional levels.
• Proactive, solution-oriented, action-focused approach and sound judgment in calendar prioritization.
• Proficiency in Zoom, Microsoft Office applications (Word, Excel, PowerPoint, and Outlook), Box, and Concur.

Responsibilities

• Lead strategic calendar management, curate meeting options, flag conflicts, and provide recommendations that support well-prioritized decisions.
• Triage inbound requests, proactively resolve scheduling conflicts, and protect focus time and critical business periods.
• Coordinate schedules across time zones for a leader working with a global team.
• Maintain a healthy, sustainable schedule by protecting focus blocks and aligning calendar commitments with business goals.
• Use judgment and discretion when handling sensitive information, deciding what to escalate and what to manage independently.
• Coordinate team meetings and events, including offsites, lunches, and dinners, in partnership with the Chief of Staff to support Strategic Finance community and culture.
• 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 travel documents, including visas and passports.
• Compile, prepare, and process leadership expenses and credit-card reconciliations.
• Identify organizational issues and initiate or facilitate solutions, using diplomacy and influence to maintain a smooth cadence.
• Assist internal departments with new-hire setup, including internal processes, tools, expense reporting, and travel systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed