Senior Executive Assistant

Servicenow Santa Clara , CA 95051

Posted 2 months ago

Senior Executive Assistant

Location: Santa Clara

ServiceNow is changing the way people work. With a service-orientation toward the activities, tasks and processes that make up day-to-day work life, we help the modern enterprise operate faster and be more scalable than ever before.

We're disruptive. We work hard but try not to take ourselves too seriously. We are highly adaptable and constantly evolving. We are passionate about our product, and we live for our customers. We have high expectations and a career at ServiceNow means challenging yourself to always be better.

ServiceNow, Inc. has an immediate need for a talented Sr. Executive Assistant to provide administrative support to Product / Design VPs in the Experience Organization and serve as Office Manager. ServiceNow seeks the best and brightest candidate who values professional relationships complemented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an executive assistant supporting a dynamic and high demanding organization and senior-level executives in a fast-paced, high tech environment.

Must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities, in a timely and efficient manner with a great attitude and sense of humor. Assignments can be both routine and non-routine and require originality, ingenuity and ability to handle multiple projects at one time. Candidate must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to assist executive and organizations with optimum usage of time, making decisions regarding priorities and work activities with ability to exercise discretion and independent judgment.

This position is expected to involve a high degree of confidentiality, creativity, latitude, flexibility and availability for effective and efficient performance for support required.

What you get to do in this role:

  • Schedule appointments, meetings, and maintain complex and changing calendars working through scheduling roadblocks.

  • Draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, power point presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.

  • Assist leadership and organizations with optimum usage of time. Make decisions regarding short-term priorities and work activities.

  • Arrange travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, etc. as necessary.

  • Key liaison for the organization to ensure preparation for meetings and events run smoothly. Meeting planning includes anticipating materials needed for meeting as well as preparation for internal/external meetings.

  • Provide routine administrative support such as copying, faxing, scanning, organizing and filing confidential files and records systems of the organization.

  • Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.

  • Assist internal departments with the setup of new hires. Assist new hires with processes including expense reporting and travel systems and other internal processes and tools.

  • Compile, prepare and process Leadership expenses and credit card reconciliation where needed.

  • Use political savvy and sophistication to filter through and facilitate actionable items.

  • Provide administrative support and cross-coverage to manager and administration staff, as necessary.

  • Act as office manager, order supplies & services to maintain good working order of the office.

  • Vet, select and coordinate with vendors as needed for office support.

  • Other duties as required.

In order to be successful in this role, we need someone who has:

  • Associates Degree or a minimum of 2-5 years of experience supporting Product / Design VPs or above, or a Bachelor of Science or Arts degree with a minimum of 2 years of experience supporting Area Vice President or above in a demanding fast-paced start-up environment.

  • Ability to support and further develop a creative culture, through events, All-Hands, summits, and team development activities that demonstrate a creative, well-designed aesthetic and approach.

  • Ability to capture and build the brand of the team as an inclusive culture that fosters innovation, creative exploration, fun and a sense of community.

  • Highly organized with exceptional communication skills and fully capable to take initiative, manage and oversee variety of high priority projects from multiple management and professional levels successfully with minimal direction.

  • Highly proactive, detailed oriented, self-motivated, adaptive, and creative.

  • Exceptional professional demeanor and soft-skills.

  • Flexible, easy going attitude paired with a great sense of humor.

  • Must be strong team player with positive and personable and upbeat can-do attitude.

  • Strong work ethics, integrity and confidentiality.

  • Proficient with WebEx, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Box, Concur and Google Docs.

  • Eager to take on new responsibilities and work with multiple personalities.

Preferred/Assets profile (skills, experience, and education)

  • Experience assisting with meeting planning.

  • Experience in working with a diverse multi-cultural environment.

  • Must be reliable and work independently.

  • Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure.

  • Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships.

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