Executive Assistant

ServiceNow • Orlando, FL

3d

About The Position

The Executive Assistant supports a senior leader in Strategic Finance in a high-trust environment. The role focuses on strategic calendar management, prioritizing the leader’s time, coordinating across global time zones, exercising discretion with sensitive information, and helping maintain a sustainable schedule aligned with business goals. The assistant partners with the Chief of Staff to coordinate team meetings and events, support organizational culture, arrange travel, manage leadership expenses and credit card reconciliation, and assist with onboarding processes and tools for new hires.

The role requires sound business judgment, diplomacy, strong stakeholder management, and the ability to identify organizational issues and facilitate solutions. Work persona is described as Flexible or Remote; the posting explains that personas depend on the employee’s work and assigned location, so a specific arrangement is not confirmed.

Requirements

• 10+ years of experience supporting VP-level leaders.
• Experience handling confidential materials; confidentiality is essential, including in support of Finance and senior leadership interactions.
• Ability to remain calm under pressure.
• High level of professionalism in written and verbal communication; formal communication is important.
• Diplomacy and emotional intelligence in handling conflict, difficult personalities, and refusals.
• Stakeholder-management skills, including building trust, representing the executive, and understanding team dynamics and organizational politics.
• Understanding of stakeholder priorities, including customers and internal senior leaders.
• Reactivity during normal working hours.
• Strong organization and exceptional communication skills, with the ability to manage multiple high-priority projects involving different management and professional levels.
• Bias toward action and a proactive, solution-oriented mindset, with sound judgment in calendar prioritization.
• Proficiency with Zoom, Microsoft Office applications (Word, Excel, PowerPoint, and Outlook), Box, and Concur.

Responsibilities

• Lead strategic calendar management, present meeting options, flag conflicts, and make recommendations that support timely, well-prioritized decisions.
• Triage inbound meeting requests, resolve scheduling conflicts proactively, and protect focus time and key business periods such as quarter-end, board preparation, and planning cycles.
• Use judgment to prioritize the leader’s time according to established stakeholder priorities, including Board and C-level meetings, investor calls, customers, interviews, and internal meetings.
• Coordinate across time zones for a leader working with a global team.
• Handle sensitive information confidentially and determine what to escalate versus handle independently.
• Protect focus blocks and help maintain a healthy, sustainable schedule aligned with business goals.
• Execute and coordinate team events and meetings in partnership with the Chief of Staff, supporting Strategic Finance’s 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 obtaining required travel documents, including visas and passports.
• Manage leadership expenses and credit card reconciliation; compile, prepare, and process expenses as needed.
• Coordinate teamwide events, including offsites and lunches or dinners.
• Identify organizational issues and initiate or facilitate solutions, using diplomacy and influence to support 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