Executive Assistant

ServiceNow•Los Angeles, CA

2d•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 and the executive’s residential space in the Los Angeles or Orange County area, as well as trips to the Bay Area. The position reports to the Senior Executive Assistant and serves as an extension of the CFO, partnering with the CFO on priorities and execution while collaborating with the Senior Executive Assistant on complex or executive-facing decisions. The Executive Assistant owns execution in defined operational areas, including event and vendor logistics, routine communications and scheduling, administrative operations and documentation, and urgent after-hours support. The Senior Executive Assistant retains ownership of calendar strategy, executive communications strategy, cross-functional coordination, stakeholder relationships, compliance and governance decisions, strategic project coordination, executive-facing interactions and decisions, and travel logistics coordination through an external Travel Manager. The role involves coordinating events; handling routine communications and scheduling logistics; maintaining administrative systems and documentation; preparing executive materials; coordinating operational details with internal stakeholders; supporting team operations and knowledge management; and responding to urgent after-hours requests. All executive-facing decisions are escalated to the Senior Executive Assistant.

Requirements

At least 5 years of experience as an executive assistant.
Experience supporting C-suite executives or a senior executive team.
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 the ability to write 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 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 when handling confidential information.
Ability to travel to the Bay Area.

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, including departmental meetings, executive office events, holiday parties, town halls, and all-hands meetings.
Provide professional and personal support to the executive, balancing business priorities with personal needs and responsibilities.
Coordinate vendors, catering, transportation, and on-site setup; track RSVPs, attendee confirmations, and special accommodations.
Anticipate needs, manage competing priorities, and support seamless execution across professional and personal responsibilities.
Ensure meeting preparation materials are available, track attendees, and flag status to the Senior Executive Assistant.
Prepare and provide event materials and run-of-show documents 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 confirmed-meeting logistics, monitor for conflicts, and flag conflicts promptly to the Senior Executive Assistant.
Prepare weekly calendar reviews and highlight key activities; coordinate scheduling logistics with external participants.
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, coordinate follow-up, and 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 EA playbooks, operational documentation, shared team resources, and calendars.
Support onboarding and knowledge transfer, and 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.