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Executive Administrative Assistant

ServiceNow

Santa Clara, CA

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JOB DETAILS
SALARY
$105,900–$129,700 Per Year
SKILLS
Access Control, Administrative Skills, Artificial Intelligence (AI), Billing, Budget Management, Business Operations, Business Strategy, Calendar Management, Channel Strategies, Channel Support, Cloud Computing, Communication Skills, Conferences, Cross-Functional, Event Management, Event Marketing, Executive Assistant Skills , Executive Relationships, Expense Management, Expense Reports, Finance, Financial Administration, Fortune 500 Customers, Government, Help Desk, High Tech Industry, IP (Internet Protocol), Import/Export, International Business, Leadership, Logistics, Logistics Management, Marketing, Marketing Communications, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Onboarding, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Productivity Management, Regulations, Sales, Schedule Development, ServiceNow, Strategic Planning, Supplier Relationship Management (SRM), Tactical Operations, Time Management, Travel Planning, Vendor/Supplier Planning, Vendor/Supplier Relations, Vendor/Supplier Selection, Visa Applications, Willing to Travel
LOCATION
Santa Clara, CA
POSTED
Today
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 tomake 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 ambassador for your executive.
  • Superior communication skills across all levels - internally with leadership and cross-functional teams, and externally with vendors, venues, agencies, and customers.
  • High level of confidentiality, discernment, and judgment when handling sensitive business matters and strategic planning.
  • Extensive understanding of domestic and international travel planning
  • You are a technical wizard with Word, Outlook, PowerPoint, Zoom, Concur, and Claude.
Preferred Qualifications
  • Experience in corporate events, conferences, or experiential marketing environments
  • Background supporting executives in high-growth technology companies
  • Experience managing vendor relationships and coordinating complex logistics
  • Active user of AI tools with a track record of applying them to improve speed, output quality, or workflow efficiency

JV20

For positions in this location, we offer a base pay of $105,900 - $129,700 (non-exempt/overtime eligible), plus equity (when applicable), variable/incentive compensation and benefits. Sales positions generally offer a competitive On Target Earnings (OTE) incentive compensation structure. Please note that the base pay shown is a guideline, and individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location. We also offer health plans, including flexible spending accounts, a 401(k) Plan with company match, ESPP, matching donations, a flexible time away plan and family leave programs. Compensation is based on the geographic location in which the role is located and is subject to change based on work location.

Additional Information

Work Personas

We approach our distributed world of work with flexibility and trust. Work personas (flexible, remote, or required in office) are categories that are assigned to ServiceNow employees depending on the nature of their work and their assigned work location. Learn more here. To determine eligibility for a work persona, ServiceNow may confirm the distance between your primary residence and the closest ServiceNow office using a third-party service.

Equal Opportunity Employer

ServiceNow is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, national origin or nationality, ancestry, age, disability, gender identity or expression, marital status, veteran status, or any other category protected by law. In addition, all qualified applicants with arrest or conviction records will be considered for employment in accordance with legal requirements.

Accommodations

We strive to create an accessible and inclusive experience for all candidates. If you require a reasonable accommodation to complete any part of the application process, or are unable to use this online application and need an alternative method to apply, please contact globaltalentss@servicenow.com for assistance.

Export Control Regulations

For positions requiring access to controlled technology subject to export control regulations, including the U.S. Export Administration Regulations (EAR), ServiceNow may be required to obtain export control approval from government authorities for certain individuals. All employment is contingent upon ServiceNow obtaining any export license or other approval that may be required by relevant export control authorities.

From Fortune. ©2025 Fortune Media IP Limited. All rights reserved. Used under license.

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