{"id":2969075,"url":"https://alion.io/job/servicenow-executive-assistant-8","title":"Executive Assistant","company":{"id":97,"name":"ServiceNow","domain":"servicenow.com","url":"https://alion.io/company/servicenow","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":{"grade":"B","score":80,"open_postings":38,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":18,"computed_at":"2026-10-25T05:49:26Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Newport Beach, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":94000,"max":155100,"currency":"USD","period":"year","gross":null,"usd_annual":155100},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":true,"technologies":[{"name":"Outlook","optional":false},{"name":"ServiceNow","optional":false}],"status":"live","first_seen_at":"2026-10-20T23:12:19Z","employer_posted_date":"2026-10-20","last_verified_at":"2026-10-25T18:05:51Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"It all started when engineer Fred Luddy wrote code that automated a tedious task for his coworker, Phyllis. She cried tears of joy. That moment inspired Fred to build a company that could do that for everyone-freeing people from busywork so they could focus on meaningful work. Today, ServiceNow is the AI control tower for business reinvention. Our ServiceNow AI platform brings together any AI, any data, and any workflow- helping 85% of the Fortune 500® work smarter, faster, and better. We're building an AI-native culture where technology and talent are unstoppable together. And we're just getting started.\nJoin us to put AI to work for people.\nPosition Overview:\nThe 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. This 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 all complex or executive-facing decisions.\nThe Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas.\nKey Responsibilities:\nEvent Coordination & Logistics:\nExecute event planning and logistics under Sr. EA strategic direction, including departmental meetings, executive office events, and organization-wide initiatives (e.g., holiday parties, town halls, all-hands meetings) \nManage vendor coordination, catering, transportation, and on-site setup \nTrack RSVPs, attendee confirmations, and special accommodations \nEnsure all prep materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to Sr. EA to determine next steps \nEnsure materials and run-of-show documents are available to President and CFO \nHandle post-event follow-up and execute event troubleshooting and real-time problem-solving \nCommunications Support & Coordination:\nUnder the Sr EA guidance, the EA role will: \nManage routine email processing, routing, and responses \nCoordinate scheduling emails, meeting confirmations, and calendar updates \nMaintain communication logs and prepare executive communication summaries \nCalendar & Scheduling Support:\nMaintain calendar accuracy and update logistics for confirmed meetings \nMonitor the calendar for conflicts and flag to Sr. EA immediately \nPrepare weekly calendar reviews and highlight key activities for Sr. EA \nCoordinate with external participants on scheduling logistics \nSupport scheduling calls and meeting coordination under Sr. EA direction \nAdministrative Operations & Support:\nMaintain OCFO filing systems, databases, and operational documentation \nPrepare executive materials: reports, presentations, briefing documents \nHandle office management and supply ordering \nProcess expenses, reimbursements, and financial documentation \nManage shared calendars, scheduling tools, and software administration \nCross-Functional Coordination:\nExecute multi-executive scheduling logistics under Sr. EA strategy \nSet up meetings and coordinate follow-up on Sr. EA direction \nManage operational details with internal stakeholders \nDocument meetings, action items, and deliverables \nServe as escalation point for operational issues \nTeam Operations & Knowledge Management:\nAssist with EA team scheduling and coordination \nUpdate and maintain EA playbooks and operational documentation \nSupport onboarding and knowledge transfer procedures \nMaintain shared team resources and calendars \nDocument processes and operational best practices \nAfter-Hours & Urgent Support:\nHandle urgent after-hours requests and escalate appropriately \nMaintain communication during business-critical situations \nEscalate all executive-facing decisions to Sr. EA \nReporting & Authority:\nReports to: Senior Executive Assistant\nAuthority Level: Operational execution on defined responsibilities under Sr. EA direction. Does not own calendar strategy, executive communications strategy, or cross-functional coordination strategy. All executive-facing or strategic decisions escalate to Sr. EA.\n Required Qualifications & Competencies:\n5+ years as an Executive assistant\nThis position will require trips to the Bay Area\nSocial media skills, including creating and managing content across platforms\nStrong organizational and project management skills; ability to manage multiple priorities \nExcellent written and verbal communication; professional correspondence ability \nAbility to work independently and follow Sr. EA direction without constant oversight \nStrong attention to detail and accuracy in documentation and logistics \nAbility to remain calm and problem-solve in high-pressure environments \nProficiency with Outlook, Teams, Office 365, and calendar management software \nDemonstrated ability to follow processes and escalate appropriately \nFlexible, adaptable, and willing to adjust priorities as needed \nDiscretion and professionalism in handling confidential information \nPreferred Qualifications:\nExperience supporting C-suite or senior executive team \nEvent planning and coordination experience \nExperience with vendor management and contract coordination \nKnowledge of financial operations or compliance requirements \nExperience working as part of a larger administrative team \nWhat Success Looks Like:\nSr. EA can delegate event execution without micromanaging logistics \nRoutine communications are handled professionally without Sr. EA involvement \nExecutive-facing communications always go through Sr. EA before delivery \nCalendar logistics are executed perfectly; Sr. EA owns the calendar strategy \nUrgent after-hours issues are handled competently or escalated immediately \nSr. EA has more bandwidth for strategic work due to execution support \nNo duplicate effort or parallel decision-making between Executive Assistant and Sr. EA \nWork Environment & Expectations:\nFast-paced environment with competing priorities and time-sensitive requests \nOccasional after-hours support for urgent executive needs \nCollaboration with Sr. EA, finance teams, compliance, and cross-functional partners \nHigh level of professionalism and confidentiality required \nFlexibility and adaptability to changing circumstances and priorities \nSupport role-all executive decisions and strategy owned by Sr. EA \nKey Distinctions: This Role vs. Senior Executive Assistant:\nExecutive Assistant OWNS:\nEvent execution and vendor logistics \nRoutine communications and scheduling \nAdministrative operations and documentation \nAfter-hours urgent support \nSenior Executive Assistant OWNS:\nCalendar strategy and all hold decisions \nExecutive communications strategy and messaging \nCross-functional coordination and stakeholder relationships \nCompliance and governance decisions \nStrategic project coordination \nAll executive-facing interactions and decisions \nSupervision and direction of Executive Assistant role \nTravel logistics coordination (managed through external Travel Manager)\nFor positions in this location, we offer a base pay of $94,000 - $155,100, 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.\nCompensation is based on the geographic location in which the role is located and is subject to change based on work location.\n Work Personas\nWe 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.\nEqual Opportunity Employer\nServiceNow is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity, 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.\nAccommodations\nWe 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  for assistance.\nExport Control Regulations\nFor 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.\nFrom Fortune. ©2026 Fortune Media IP Limited. All rights reserved. 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