Executive Assistant

ServiceNow•West Palm Beach, FL

4h•Remote

About The Position

We have a great opportunity for an experienced, highly organized, detail-oriented self-starter with a personable demeanor to join the hyper growth ServiceNow Security Sales organization. This is not a typical admin role. You will be the operational backbone of a rapidly scaling global sales team being built from the ground up as ServiceNow breaks into the Identity Security space. You are the glue that keeps Senior Leadership connected and operating at peak efficiency across Americas, EMEA, and APAC time zones. You’re enthusiastic, flexible, and a team player with strong interpersonal and communication skills who thrives in a fast-paced, build-phase environment where we’re scaling to a 95-person global sales organization. Think startup energy with enterprise resources — if that excites you, keep reading. Who You’ll Work With You’ll report directly to the AVP, Global Security Sales and work closely with their executive leadership team and ServiceNow regional sales leaders across Americas, EMEA, and APAC. You’ll also coordinate with recruiting partners, consulting firm partners, and cross-functional teams across ServiceNow’s broader organization. This role has high visibility and direct impact on how quickly and effectively we scale.

Requirements

5+ years of administrative assistant experience, with at least 2 years supporting senior leadership in a high-growth, startup, or M&A environment
Proactive, one-step-ahead work ethic and approach — you anticipate needs before they’re voiced
Proven ability to juggle multiple calendars, teams, and competing requests while remaining flexible to shifting priorities
Ability to drive schedules and agendas with a deeper understanding of business context and strategic priorities
Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
Superior communication skills with the ability to work across all levels, internally and externally
High level of confidentiality, discernment, and judgment — you’ll be exposed to sensitive hiring, deal, and organizational data
Desire to grow, take ownership of projects, and perform under pressure while consistently meeting deadlines
Technical proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), Zoom, Concur, BOX, Slack/Teams, SmartRecruiters, and comfort learning new platforms quickly
Advanced Excel/Google Sheets skills (pivot tables, VLOOKUP, data tracking) — you’ll live in hiring trackers and org planning docs
Must be within 35 miles of 10 CityPlace in downtown West Palm Beach, FL (ServiceNow’s new office) with flexibility for occasional travel to support events and offsites

Nice To Haves

Experience using AI tools (e.g., ChatGPT, Copilot, Claude) to automate administrative workflows, draft communications, or improve personal productivity
Experience supporting globally distributed teams across multiple time zones
ServiceNow platform familiarity or prior experience in SaaS, cybersecurity, or identity security industry
CRM/pipeline tool familiarity (Salesforce, ServiceNow, or similar) — ability to navigate systems and pull basic data
Experience coordinating high-volume recruiting pipelines and tracking candidate status across multiple roles simultaneously
Event and conference logistics experience (corporate sales kickoffs, industry conferences, regional events)

Responsibilities

Coordinate internal and external meetings including staff meetings, agency briefings, brown bags, virtual meetings/Zoom scheduling, off-site meetings and events, and one-on-one meetings across multiple global time zones (US, EMEA, APAC)
Assist with food orders, meeting needs, agenda support, and note-taking. Proactively manage calendar requests and conflicts
Serve as primary scheduling liaison between senior leadership and internal/external stakeholders, exercising judgment on prioritization and conflict resolution
Provide agendas, resumes, and appropriate materials in a timely manner ahead of meetings and interviews
Apply discipline and rigor around meetings by ensuring agendas and clarifying context and purpose with senior leaders and participants
Work with recruiting team to coordinate candidate scheduling across a high-volume hiring pipeline. Ensure candidates are settled in and supported during the interview process
Track candidate pipeline status and maintain hiring trackers in coordination with recruiting partners and leadership
Handle all travel (flight, hotel, car) arrangements for domestic and international travel across global team
Submit and manage expense reports and receipts in a timely manner via Concur
Provide onboarding support for new hires including space/equipment requests, onboarding meeting scheduling, preparing workspace, and serving as admin point of contact
Submit and manage all help desk and IT support requests for Senior Directors as needed
Maintain organizational charts, headcount trackers, and position status documentation as the team scales
Compile, organize, and present operational data to support leadership decision-making
Coordinate logistics for sales events and conferences (e.g., SKO, RSA Conference, Nexus) including venue coordination, attendee tracking, and material preparation
Own and drive cross-functional projects from initiation to completion, including defining timelines and tracking deliverables
Act as connective tissue between Veza leadership and ServiceNow regional leaders, ensuring information flows efficiently across the organization
Identify and implement process improvements to increase team efficiency and operational effectiveness