Executive Administrative Assistant

Company Description

It all started in sunny San Diego, California in 2004 when a visionary engineer, Fred Luddy, saw the potential to transform how we work. Fast forward to today — ServiceNow stands as a global market leader, bringing innovative AI-enhanced technology to over 8,100 customers, including 85% of the Fortune 500®. Our intelligent cloud-based platform seamlessly connects people, systems, and processes to empower organizations to find smarter, faster, and better ways to work. But this is just the beginning of our journey. Join us as we pursue our purpose to make the world work better for everyone.

Job Description

What you get to do in this role:

ServiceNow is seeking an exceptionally organized, proactive, and polished Executive Admin Assistant to serve as a strategic partner to support multiple executives in our MarCom organization. In this role, you are the connective tissue that keeps a high-velocity, globally distributed organization running — anticipating needs before they arise, managing the complex calendar of senior executives with C-suite exposure, and ensuring every meeting, trip, and stakeholder interaction is executed flawlessly.

This is a high-trust, high-impact role where discretion, executive presence, and bias for action are essential. You will operate at the intersection of tactical operations and strategic support — and you'll bring a genuine curiosity for technology, actively leveraging AI tools to work smarter, communicate more effectively, and stay one step ahead. If you thrive in a fast-paced, ever-evolving environment and take pride in being one step ahead, this role is for you. In the office 3 days a week.

Responsibilities:

Calendar and Meeting Management:

• Proactively manage scheduling across time zones, anticipating conflicts before they arise and making judgment calls with minimal guidance.
• Coordinate a high volume of internal and external meetings including staff meetings, event planning sessions, vendor briefings, customer meetings, cross-functional reviews, virtual Zoom meetings, off-site events, and one-on-ones.
• Assist with food orders, meeting logistics, agenda support, and note taking.

Meeting Preparation

• Provide agendas, event briefing materials, and appropriate documents in a timely manner ahead of meetings
• Apply discipline and rigor around meetings by ensuring agendas and clarifying context and purpose with senior leaders you support as well as participants

Travel and Logistics Management:

• Manage high-frequency, complex travel arrangements (flight, hotel, car) for domestic and international business travel including events, customer sites, and global company offices
• Coordinate comprehensive logistics including ground transportation, visa requirements, and detailed itineraries

Financial Administration

• Manage expense reporting duties, including submitting expense reports and receipts in a timely manner
• Process vendor invoices and coordinate with finance on event-related budget tracking

Strategic Project and Onboarding Support

• Working closely with the Business Operations leads to ensure smooth processes across your teams and for your executives.
• Support project work as needed to advance team goals and strategic event initiatives
• Provide onboarding support for new hires including space, equipment requests, onboard meeting scheduling, preparing workspace and being admin point of contact for new hire
• Provide onboarding support for new vendors and agencies, ensuring they have the right access and documents/enablement required to get them up and running
• Submit and manage all help desk support requests as needed

Qualifications

To be successful in this role you have:

• 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.
• 5+ years of executive admin assistant experience supporting VP-level or above, with direct C-suite exposure (events, marketing, or technology experience preferred).
• Proactive, one-step-ahead work ethics.  You anticipate needs, not just react to them.
• Proven ability to manage multiple complex calendars, competing priorities, and high-volume requests in a fast-paced, ever-changing environment.
• Demonstrated experience drafting executive-level communications, briefing documents, and presentation materials.
• Proven ability to build trusted relationships with senior executive assistants and act as a credible am