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Executive Assistant, Customer Marketing

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ServiceNow

4d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Santa Clara

AI generated summary

  • You need 5+ years as an executive assistant, strong communication skills, travel coordination experience, and proficiency in MS Office. Be detail-oriented, proactive, and able to handle high pressure.
  • You will manage executives’ calendars, coordinate meetings and travel, handle expense reporting, and support project work while ensuring effective communication and onboarding for new hires and vendors.

Requirements

  • 5+ years of executive or senior administrative assistant experience, including managing multiple executives and handling high-pressure, time-sensitive tasks.
  • A proactive, forward-thinking attitude with the ability to manage up and anticipate the needs of your executives.
  • Demonstrated experience managing high-volume, complex travel itineraries, including international travel coordination across multiple time zones.
  • Proven ability to juggle multiple, ever-changing priorities, managing various team schedules and requests.
  • Ability to drive meeting preparation and agendas with clarity and purpose, ensuring senior leaders are fully prepared and aligned on expectations.
  • Strong interpersonal and communication skills, with the ability to interact confidently with all levels of the organization and external partners.
  • High level of confidentiality and sound judgment, with the ability to handle sensitive matters with discretion.
  • Technical proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint), Zoom, Concur, and other productivity tools. Familiarity with tools like Slack, Google Suite, and Asana is a plus.
  • Detail-oriented with excellent organizational skills, capable of managing multiple projects and tasks simultaneously while maintaining accuracy.
  • A desire to grow professionally, with the ability to take on new responsibilities and work under pressure while meeting deadlines.
  • Ideally this person is able to go to our Santa Clara and San Francisco office as needed, but will also be able to work remote at times.

Responsibilities

  • Proactively manage and prioritize the executives’ calendars, balancing multiple competing requests across time zones.
  • Coordinate internal and external meetings, including staff meetings, agency briefings, interviews, virtual meetings (Zoom), off-site events, and one-on-one appointments.
  • Assist with food orders, meeting logistics, agenda creation, and note-taking to ensure productive and efficient meetings.
  • Resolve calendar conflicts and offer proactive solutions to ensure smooth scheduling.
  • Ensure that meeting agendas are clear and aligned with the goals of the meeting, working closely with the executives to confirm expectations and priorities.
  • Handle all aspects of domestic and international travel arrangements, including flights, accommodations, ground transportation, and any other special travel needs.
  • Anticipate potential travel disruptions and proactively resolve issues to ensure seamless travel experiences for executives.
  • Manage complex itineraries across multiple time zones, ensuring all logistics and deadlines are met.
  • Manage expense reporting for executives, ensuring timely submission of receipts, reconciling corporate cards, and handling reimbursements efficiently.
  • Serve as a communication bridge between executives and internal/external stakeholders, conveying critical information clearly and professionally.
  • Ensure that executives are informed of key developments, upcoming meetings, and deadlines in a timely manner.
  • Anticipate the needs of executives, working in advance to prepare for meetings, travel, and initiatives.
  • Assist executives in managing and prioritizing their time by understanding broader team objectives, so that you can direct requests and activities effectively.
  • Support ad-hoc project work for senior leadership teams, driving initiatives, scheduling meetings, and ensuring progress against project timelines.
  • Anticipate project needs, streamline processes, and provide follow-up as necessary to keep projects on track.
  • Provide onboarding support for new hires, including scheduling onboarding meetings, preparing workspaces, and ensuring new employees have the tools and access they need to succeed.
  • Oversee onboarding for new vendors and agencies, ensuring they have the appropriate documents, access, and resources to engage with the company.

FAQs

What is the primary role of the Executive Assistant in Customer Marketing?

The primary role is to manage high-volume, complex schedules and travel arrangements for multiple senior leaders, acting as a trusted partner and anticipating their needs.

How many years of experience are required for this position?

A minimum of 5+ years of executive or senior administrative assistant experience is required.

What tools and software should candidates be proficient in?

Candidates should have technical proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint), Zoom, Concur, and other productivity tools. Familiarity with tools like Slack, Google Suite, and Asana is a plus.

Is prior experience with international travel coordination necessary?

Yes, demonstrated experience managing high-volume, complex travel itineraries, including international travel coordination across multiple time zones, is necessary.

What kind of work environment can the Executive Assistant expect?

The role allows for remote work at times, but candidates should ideally be able to go to the Santa Clara and San Francisco offices as needed, supporting a hybrid work environment.

Will there be opportunities for professional growth in this position?

Yes, there is a desire for candidates to grow professionally, take on new responsibilities, and work under pressure while meeting deadlines.

What does the compensation package look like?

The base pay ranges from $93,000 to $135,000, plus equity (when applicable), variable/incentive compensation, and benefits.

How does ServiceNow approach diversity in hiring?

ServiceNow values inclusivity and welcomes candidates from diverse backgrounds, including non-traditional paths. They encourage applicants to apply even if they do not meet every qualification.

What types of tasks will the Executive Assistant be responsible for?

The tasks include calendar and meeting management, travel management, expense reporting, communication with stakeholders, project management, and onboarding support.

Are there accommodations available during the application process?

Yes, ServiceNow strives to create an accessible and inclusive experience for all candidates and provides reasonable accommodations upon request.

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ServiceNow

A purpose-driven company. Making work, work better for people guides everything we do.

Technology
Industry
10,001+
Employees
2004
Founded Year

Mission & Purpose

ServiceNow (NYSE: NOW) makes the world work better for everyone. Our cloud-based platform and solutions help digitize and unify organizations so that they can find smarter, faster, better ways to make work flow. So employees and customers can be more connected, more innovative, and more agile. And we can all create the future we imagine. The world works with ServiceNow.

Culture & Values

  • Wow our customers

  • Win as a team

  • Create belonging

  • Stay hungry and humble

Benefits

  • Generous family leave

  • Flexible PTO

  • Matched donations

  • 401(k) matching

  • Annual learning stipends

  • Paid volunteer time