Executive Assistant

ServiceNow•Waltham, MA

3d•Hybrid

About The Position

What you get to do in this role: Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities. Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation Identify needs and issues within the organization and initiate solutions Assist internal departments with the setup of new hires Assist new hires with processes including expense reporting and travel systems and other internal tools Compile, prepare and process Leadership expenses and credit card reconciliation where needed

Requirements

Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving. This may include using AI-powered tools, automating workflows, analyzing AI-driven insights, or exploring AI's potential impact on the function or industry
10+ years' experience supporting VP level
Experience managing a variety of high priority projects from multiple management and professional levels
Desire to grow and take on your own projects while meeting deadlines
Exceptional soft-skills
Experience with Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Box, Concur and Google Docs
Experience handling confidential materials

Responsibilities

Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks
Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures
Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities.
Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation
Identify needs and issues within the organization and initiate solutions
Assist internal departments with the setup of new hires
Assist new hires with processes including expense reporting and travel systems and other internal tools
Compile, prepare and process Leadership expenses and credit card reconciliation where needed