Executive Administrative Assistant

ServiceNow · Enterprise · Santa Clara, CA +1 · Marketing, Communications, and Brand

Executive Administrative Assistant to support multiple executives in the MarCom organization at ServiceNow, a global market leader in AI-enhanced technology. The role involves managing complex calendars, coordinating meetings and travel, handling financial administration, and providing strategic project and onboarding support. The ideal candidate will have experience leveraging AI tools to work smarter and be proactive in anticipating needs.

What you'd actually do

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.
Manage high-frequency, complex travel arrangements (flight, hotel, car) for domestic and international business travel including events, customer sites, and global company offices.
Manage expense reporting duties, including submitting expense reports and receipts in a timely manner.
Working closely with the Business Operations leads to ensure smooth processes across your teams and for your executives.

Skills

Required

Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving.
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.

Nice to have

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

What the JD emphasized

exceptionally organized
proactive
polished
strategic partner
connective tissue
anticipating needs before they arise
complex calendar
senior executives
C-suite exposure
executed flawlessly
high-trust
high-impact
discretion
executive presence
bias for action
tactical operations
strategic support
genuine curiosity for technology
actively leveraging AI tools
work smarter
communicate more effectively
stay one step ahead
fast-paced
ever-evolving environment
take pride in being one step ahead
In the office 3 days a week
anticipating conflicts
making judgment calls with minimal guidance
high volume
internal and external meetings
staff meetings
event planning sessions
vendor briefings
customer meetings
cross-functional reviews
virtual Zoom meetings
off-site events
one-on-ones
food orders
meeting logistics
agenda support
note taking
agendas
event briefing materials
appropriate documents
timely manner
Apply discipline and rigor
ensuring agendas
clarifying context and purpose
senior leaders you support
participants
high-frequency
complex travel arrangements
domestic and international business travel
events
customer sites
global company offices
comprehensive logistics
ground transportation
visa requirements
detailed itineraries
expense reporting duties
submitting expense reports
receipts
timely manner
Process vendor invoices
coordinate with finance
event-related budget tracking
Strategic Project and Onboarding Support
Business Operations leads
smooth processes
team goals
strategic event initiatives
onboarding support for new hires
space
equipment requests
onboard meeting scheduling
preparing workspace
admin point of contact
new hire
onboarding support for new vendors and agencies
right access
documents/enablement required
get them up and running
Submit and manage all help desk support requests
Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving.
using AI-powered tools
automating workflows
analyzing AI-driven insights
exploring AI's potential impact
function or industry
5+ years of executive admin assistant experience
supporting VP-level or above
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
externally with vendors, venues, agencies, and customers.
High level of confidentiality, discernment, and judgment
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.
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
non-exempt/overtime eligible
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

Read full job description

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 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.comfor 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.