Executive Assistant
$94k - $155.1k+ Equity + Variable/incentive compensation
Senior
Newport Beach, CA, USA
RemoteThis role requires trips to the Bay Area.
Administrative & Executive AssistanceExecutive Support
About the job
Requirements
- At least 5 years of experience as an executive assistant.
- Social media skills, including creating and managing content across platforms.
- Strong organizational and project management skills, with the ability to manage multiple priorities.
- Excellent written and verbal communication skills and the ability to prepare professional correspondence.
- Ability to work independently and follow the Senior Executive Assistant’s direction without constant oversight.
- Strong attention to detail and accuracy in documentation and logistics.
- Ability to remain calm and solve problems in high-pressure environments.
- Proficiency with Outlook, Teams, Office 365, and calendar management software.
- Demonstrated ability to follow processes and escalate appropriately.
- Flexibility and adaptability to changing priorities.
- Discretion and professionalism in handling confidential information.
- Willingness to travel to the Bay Area.
Responsibilities
- Execute event planning and logistics under the Senior Executive Assistant’s strategic direction, including departmental meetings, executive office events, and organization-wide initiatives such as holiday parties, town halls, and all-hands meetings.
- Coordinate vendors, catering, transportation, and on-site event setup.
- Track RSVPs, attendee confirmations, and special accommodations.
- Ensure preparation materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to the Senior Executive Assistant to determine next steps.
- Ensure materials and run-of-show documents are available to the President and Chief Financial Officer.
- Handle post-event follow-up, troubleshooting, and real-time problem-solving.
- Manage routine email processing, routing, and responses under the Senior Executive Assistant’s guidance.
- Coordinate scheduling emails, meeting confirmations, and calendar updates.
- Maintain communication logs and prepare executive communication summaries.
- Maintain calendar accuracy and update logistics for confirmed meetings.
- Monitor the calendar for conflicts and immediately flag them to the Senior Executive Assistant.
- Prepare weekly calendar reviews and highlight key activities for the Senior Executive Assistant.
- Coordinate scheduling logistics with external participants.
- Support scheduling calls and meeting coordination under the Senior Executive Assistant’s direction.
- Maintain Office of the Chief Financial Officer filing systems, databases, and operational documentation.
- Prepare executive materials, including reports, presentations, and briefing documents.
- Handle office management and supply ordering.
- Process expenses, reimbursements, and financial documentation.
- Manage shared calendars, scheduling tools, and software administration.
- Execute multi-executive scheduling logistics under the Senior Executive Assistant’s strategy.
- Set up meetings and coordinate follow-up as directed by the Senior Executive Assistant.
- Manage operational details with internal stakeholders.
- Document meetings, action items, and deliverables.
- Serve as an escalation point for operational issues.
- Assist with Executive Assistant team scheduling and coordination.
- Update and maintain Executive Assistant playbooks and operational documentation.
- Support onboarding and knowledge-transfer procedures.
- Maintain shared team resources and calendars.
- Document processes and operational best practices.
- Handle urgent after-hours requests and escalate appropriately.
- Maintain communication during business-critical situations.
- Escalate all executive-facing decisions to the Senior Executive Assistant.
Desired Qualifications
- Experience supporting a C-suite or senior executive team.
- Event planning and coordination experience.
- Experience with vendor management and contract coordination.
- Knowledge of financial operations or compliance requirements.
- Experience working as part of a larger administrative team.
About the company
ServiceNow builds cloud software that helps large organizations manage work across IT, customer service, human resources, and security. Its applications handle tasks such as resolving support tickets, onboarding employees, and responding to customer requests. Businesses configure forms, approval steps, and automation through visual tools on a common platform, connecting existing systems and using AI to assist workers or carry out tasks. The company sells subscriptions to its applications and platform, with professional services helping customers implement and use the software. Founded in 2004, ServiceNow is headquartered in Santa Clara, California.
Company Size
10,001+
Company Stage
IPO
Headquarters
Santa Clara, California
Founded
2004
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Simplify's Take
What believers are saying
- Subscriptions grew: ServiceNow reported $3.877 billion in subscription revenue for the June 2026 quarter, up 24.5% year over year.
- Hybrid work is established: ServiceNow says most staff have flexible arrangements, requiring two or more office days weekly.
- Security work expanded: the April 2026 Armis acquisition added protection for industrial equipment, medical devices, and connected hardware.
What critics are saying
- Subscription margins narrowed: in June 2026, ServiceNow kept 73.5% of subscription revenue after direct costs, versus 80% a year earlier.
- Remote roles limit relocation: ServiceNow requires staff to remain within their employment state, province, region, or country.
- Older versions lose support: ServiceNow supports two release families and schedules upgrades for customers who fall behind.
What makes ServiceNow unique
- Customers get separated systems: ServiceNow assigns each customer its own software instance and database, unlike shared tenant designs.
- Outages get business context: ServiceNow's configuration database maps servers and applications to the business services depending on them.
- Customers choose upgrade timing: ServiceNow's separate instances let enterprises schedule releases independently from other customers.
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Benefits
- Generous family leave
- Flexible PTO
- Matched Donations
- Retirement benefits
- Annual learning stipends
- Paid volunteer time