Executive Assistant

ServiceNow•Newport Beach, CA

10d•$94,000 - $155,100•Remote

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. The Executive Assistant reports to the Senior Executive Assistant and works under their strategic direction on complex or executive-facing decisions. The Senior Executive Assistant retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships; the Executive Assistant owns execution in defined operational areas. The role coordinates events and logistics, supports routine communications and scheduling, maintains administrative systems and documentation, and assists with operational coordination and team knowledge management. It also handles urgent after-hours requests and escalates executive-facing or strategic decisions to the Senior Executive Assistant. The position requires trips to the Bay Area and involves collaboration with finance teams, compliance, and cross-functional partners in a fast-paced environment with competing priorities and time-sensitive requests. High professionalism, discretion, flexibility, and confidentiality are expected.

Requirements

At least 5 years of experience as an Executive Assistant.
Ability 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 ability to write professional correspondence.
Ability to work independently and follow Senior Executive Assistant direction without constant oversight.
Strong attention to detail and accuracy in documentation and logistics.
Ability to remain calm and solve problems in high-pressure environments.
Proficiency with Outlook, Teams, Office 365, and calendar management software.
Demonstrated ability to follow processes and escalate appropriately.
Flexible, adaptable, and willing 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, holiday parties, town halls, and all-hands meetings.
Coordinate vendors, catering, transportation, and on-site setup.
Track RSVPs, attendee confirmations, and special accommodations.
Ensure meeting preparation materials are available; track attendees and flag their status to the Senior Executive Assistant.
Ensure materials and run-of-show documents are available to the President and CFO.
Handle post-event follow-up, troubleshooting, and real-time problem-solving.
Process and route routine email, prepare responses, coordinate scheduling emails and meeting confirmations, update calendars, maintain communication logs, and prepare executive communication summaries under Senior Executive Assistant guidance.
Maintain calendar accuracy and meeting logistics, monitor for conflicts and flag them promptly, prepare weekly calendar reviews, coordinate scheduling logistics with external participants, and support scheduling calls and meetings under Senior Executive Assistant direction.
Maintain OCFO filing systems, databases, and operational documentation.
Prepare reports, presentations, and briefing documents.
Manage office operations 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 strategy and 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 EA playbooks, operational documentation, shared resources, and calendars; and support onboarding, knowledge transfer, and documentation of operational best practices.
Handle urgent after-hours requests, maintain communication during business-critical situations, and escalate appropriately.
Escalate all executive-facing or strategic decisions to the Senior Executive Assistant.