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Executive Assistant

Element AI

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Administration

Santa Clara, CA, USA

Posted on Dec 4, 2024

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

Position Overview

We are seeking an experienced and highly organized Executive Assistant to provide dedicated support to the Chief Security Officer and Vice President of Global Safety & Security. This in-office role at our Santa Clara, CA location plays a critical role in supporting the Global Safety & Security team and ensuring efficient operations.

Key Responsibilities

Travel & Expense Management:
- Coordinate complex travel arrangements, including flights, accommodations, and transportation, for the CSO and the broader safety & security team.
- Review and reconcile travel expense reports, ensuring compliance with company policies and budgetary guidelines.
- Monitor and track travel-related expenditures to ensure alignment with budget goals.
Administrative Support:
- Schedule and coordinate meetings, including managing logistics for in-person and virtual gatherings.
- Prepare agendas, record detailed meeting notes, and track follow-up on action items.
- Manage and prioritize executive calendars, proactively addressing scheduling conflicts.
Office Operations:
- Provide on-site support to the Global Safety & Security team at the Santa Clara office.
- Manage administrative tasks such as filing, organizing documents, and ordering supplies.
- Support team events and initiatives by coordinating logistics and on-site resources.
Team Coordination:
- Act as the point of contact between the CSO, senior leadership, and internal/external stakeholders while maintaining professionalism and confidentiality.
- Support cross-functional projects by organizing resources, timelines, and communications.
- Assist with onboarding new team members, ensuring they are equipped with the necessary tools and information.

Qualifications

Education & Experience:
- Bachelor’s degree preferred or equivalent experience.
- Minimum 3 to 5 years of experience (administrative, coordination, and support) in office settings supporting senior-level teams, leadership, or organizational units.
- Experience working in corporate environments with diverse teams and priorities.
Skills:
- Proficiency in managing travel arrangements and reviewing expense reports with attention to detail.
- Excellent organizational skills and ability to handle multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Familiarity with budgeting and financial reporting tools is a plus.
Personal Attributes:
- Discreet and trustworthy, able to handle confidential information.
- Proactive problem-solver with exceptional attention to detail.
- Collaborative team player who can maintain a professional demeanor under pressure.

Requirements

Full-time, in-office position located in Santa Clara, CA.
Must have the flexibility to adapt to shifting priorities and occasionally support after-hours needs based on business requirements.

Not sure if you meet every qualification? We still encourage you to apply! We value inclusivity, welcoming candidates from diverse backgrounds, including non-traditional paths. Unique experiences enrich our team, and the willingness to dream big makes you an exceptional candidate!

For positions in this location, we offer a base pay of $80,000 - $116,000, 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. Learn more here.

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 [email protected] 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.

This job is no longer accepting applications

See open jobs at Element AI.See open jobs similar to "Executive Assistant" DCVC.

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