Executive Assistant

Summary

Join ServiceNow as a highly organized Executive Assistant providing comprehensive support to the VP and leadership team. You will efficiently manage schedules, meetings, and travel arrangements, ensuring seamless operations. Responsibilities include coordinating internal team events, managing expenses, and collaborating with cross-functional teams. You will also handle confidential materials and proactively resolve issues. Success in this role requires 4+ years of experience supporting VP-level executives, exceptional communication skills, and proficiency in various software applications. Experience leveraging AI in work processes is a plus.

Requirements

• Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving. This may include using AI-powered tools, automating workflows, analyzing AI-driven insights, or exploring AI's potential impact on the function or industry
• 4+ years experience supporting VP level
• Highly organised with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels
• Proactive and have a desire to take on your own projects
• Professional demeanor and soft-skills
• Positive and personable can-do attitude
• Proficient in Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook) and Concur
• Experience handling confidential materials

Responsibilities

• Plan and Schedule Meetings: Efficiently plan and schedule meetings, prioritizing them against complex challenges across multiple time zones, ensuring maximum participation and minimal disruption
• Coordinate Internal Team Meetings: Organise all internal team meetings, team events, town halls and business reviews. Ensure that the correct people are included, the agenda is prepared and detailed notes are taken and distributed
• Manage Expenses and Travel: Book all domestic and international travel arrangements in alignment with company policy. Reconcile all travel expenses in a timely manner to maintain accurate financial records
• Work with Cross-Functional Teams: Collaborate with cross-functional teams to ensure cohesive and efficient operations within the company
• Collaborate with Other EAs and Internal Departments: Work closely with other executive assistants and internal departments to anticipate needs and provide proactive support to the VP and leadership team
• Manage Inbox and Communications: Oversee the VP’s inbox and communications to ensure timely and appropriate responses and follow-ups, maintaining professional correspondence
• Prepare Meeting and Event Briefings: Prepare detailed briefings for meetings and events, coordinating with relevant stakeholders to ensure all necessary information is included
• Proactively Resolve Issues: Work proactively and independently to resolve any issues that arise, ensuring minimal disruption to the VP's workflow and operations