Executive Assistant, Customer Marketing

$93,000 - $135,000/Yr

ServiceNow - Santa Clara, CA

Full-time - Entry Level

Onsite - Santa Clara, CA

5,001-10,000 employees

Professional, Scientific, and Technical Services

About the position

The Executive Assistant for Customer Marketing at ServiceNow plays a crucial role in supporting senior leadership by managing complex schedules, travel arrangements, and various administrative tasks. This position requires a proactive individual who can anticipate the needs of executives and ensure smooth operations in a fast-paced environment. The Executive Assistant will be responsible for both tactical and strategic tasks, including calendar management, meeting coordination, and project support, ultimately contributing to the achievement of company objectives.

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, 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.
• 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 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.
• Anticipate the needs of executives, working in advance to prepare for meetings, travel, and initiatives.
• Support ad-hoc project work for senior leadership teams, driving initiatives, scheduling meetings, and ensuring progress against project timelines.
• 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.

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.

Nice-to-haves

• A desire to grow professionally, with the ability to take on new responsibilities and work under pressure while meeting deadlines.

Benefits

• Health plans, including flexible spending accounts
• 401(k) Plan with company match
• Employee Stock Purchase Plan (ESPP)
• Matching donations
• Flexible time away plan
• Family leave programs