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Executive Assistant, Customer Marketing

Element AI

Administration, Marketing & Communications, Customer Service

Santa Clara, CA, USA

Posted on Dec 17, 2024

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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:

We are seeking an experienced and highly-organized Executive Assistant who excels at managing high-volume, complex schedules and travel arrangements for multiple senior leaders. You’ll be the trusted partner for senior leadership, anticipating needs and proactively managing logistics for both domestic and international travel, meetings, and projects. In this role, you will manage up by understanding the priorities of executives, handling competing demands, and ensuring smooth operations in a fast-paced, dynamic environment.

As an integral member of the team, you will be responsible for both tactical and strategic tasks, including managing multiple calendars, coordinating high-stakes meetings, and supporting both executives and teams in achieving company objectives.

Responsibilities:

Calendar and Meeting Management:
- 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.
Travel Management:
- 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.
Expense Management:
- Manage expense reporting for executives, ensuring timely submission of receipts, reconciling corporate cards, and handling reimbursements efficiently.
Communication and Stakeholder Management:
- 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.
Proactive Management:
- 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.
Project Management and Cross-Team Coordination:
- 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.
Onboarding and Vendor/Agency Support:
- 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.

Qualifications

To be successful in this role, you have:

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.

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 $93,000 - $135,000, 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.

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