Executive Assistant at ServiceNow

West Palm Beach, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

15 May, 26

Salary

0.0

Posted On

14 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Coordination, Travel Arrangements, Expense Reporting, Onboarding Support, Operational Support, Project Management, Process Improvement, Interpersonal Skills, Communication Skills, Confidentiality, Judgment, Microsoft Office, Zoom, Concur, Data Tracking

Industry

Software Development

Description

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 We have a great opportunity for an experienced, highly organized, detail-oriented self-starter with a personable demeanor to join the hyper growth ServiceNow Security Sales organization. This is not a typical admin role. You will be the operational backbone of a rapidly scaling global sales team being built from the ground up as ServiceNow breaks into the Identity Security space. You are the glue that keeps Senior Leadership connected and operating at peak efficiency across Americas, EMEA, and APAC time zones. You’re enthusiastic, flexible, and a team player with strong interpersonal and communication skills who thrives in a fast-paced, build-phase environment where we’re scaling to a 95-person global sales organization. Think startup energy with enterprise resources — if that excites you, keep reading. Who You’ll Work With You’ll report directly to the AVP, Global Security Sales and work closely with their executive leadership team and ServiceNow regional sales leaders across Americas, EMEA, and APAC. You’ll also coordinate with recruiting partners, consulting firm partners, and cross-functional teams across ServiceNow’s broader organization. This role has high visibility and direct impact on how quickly and effectively we scale. Role Responsibilities Calendar & Meeting Management Coordinate internal and external meetings including staff meetings, agency briefings, brown bags, virtual meetings/Zoom scheduling, off-site meetings and events, and one-on-one meetings across multiple global time zones (US, EMEA, APAC) Assist with food orders, meeting needs, agenda support, and note-taking. Proactively manage calendar requests and conflicts Serve as primary scheduling liaison between senior leadership and internal/external stakeholders, exercising judgment on prioritization and conflict resolution Meeting & Interview Preparation Provide agendas, resumes, and appropriate materials in a timely manner ahead of meetings and interviews Apply discipline and rigor around meetings by ensuring agendas and clarifying context and purpose with senior leaders and participants Work with recruiting team to coordinate candidate scheduling across a high-volume hiring pipeline. Ensure candidates are settled in and supported during the interview process Track candidate pipeline status and maintain hiring trackers in coordination with recruiting partners and leadership Travel & Expense Management Handle all travel (flight, hotel, car) arrangements for domestic and international travel across global team Submit and manage expense reports and receipts in a timely manner via Concur Onboarding Support Provide onboarding support for new hires including space/equipment requests, onboarding meeting scheduling, preparing workspace, and serving as admin point of contact Operational & Project Support Submit and manage all help desk and IT support requests for Senior Directors as needed Maintain organizational charts, headcount trackers, and position status documentation as the team scales Compile, organize, and present operational data to support leadership decision-making Coordinate logistics for sales events and conferences (e.g., SKO, RSA Conference, Nexus) including venue coordination, attendee tracking, and material preparation Own and drive cross-functional projects from initiation to completion, including defining timelines and tracking deliverables Act as connective tissue between Veza leadership and ServiceNow regional leaders, ensuring information flows efficiently across the organization Identify and implement process improvements to increase team efficiency and operational effectiveness Qualifications Required 5+ years of administrative assistant experience, with at least 2 years supporting senior leadership in a high-growth, startup, or M&A environment Proactive, one-step-ahead work ethic and approach — you anticipate needs before they’re voiced Proven ability to juggle multiple calendars, teams, and competing requests while remaining flexible to shifting priorities Ability to drive schedules and agendas with a deeper understanding of business context and strategic priorities Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements Superior communication skills with the ability to work across all levels, internally and externally High level of confidentiality, discernment, and judgment — you’ll be exposed to sensitive hiring, deal, and organizational data Desire to grow, take ownership of projects, and perform under pressure while consistently meeting deadlines Technical proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), Zoom, Concur, BOX, Slack/Teams, SmartRecruiters, and comfort learning new platforms quickly Advanced Excel/Google Sheets skills (pivot tables, VLOOKUP, data tracking) — you’ll live in hiring trackers and org planning docs Must be within 35 miles of 10 CityPlace in downtown West Palm Beach, FL (ServiceNow’s new office) with flexibility for occasional travel to support events and offsites Preferred Experience using AI tools (e.g., ChatGPT, Copilot, Claude) to automate administrative workflows, draft communications, or improve personal productivity Experience supporting globally distributed teams across multiple time zones ServiceNow platform familiarity or prior experience in SaaS, cybersecurity, or identity security industry CRM/pipeline tool familiarity (Salesforce, ServiceNow, or similar) — ability to navigate systems and pull basic data Experience coordinating high-volume recruiting pipelines and tracking candidate status across multiple roles simultaneously Event and conference logistics experience (corporate sales kickoffs, industry conferences, regional events) What Success Looks Like Leadership never has to ask twice — you’ve already anticipated the need and handled it New hires and partners feel welcomed and operationally set up from Day 1 Hiring trackers, org charts, and operational docs are always current and accurate Cross-timezone scheduling runs smoothly with minimal friction across Americas, EMEA, and APAC Events and conferences are planned with thorough logistics and zero last-minute fires You’ve identified at least one process improvement within your first 90 days that makes the team more efficient JV20 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 and their assigned work location. Learn more here. To determine eligibility for a work persona, ServiceNow may confirm the distance between your primary residence and the closest ServiceNow office using a third-party service. 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. From Fortune. ©2025 Fortune Media IP Limited. All rights reserved. Used under license. Employee Type: Regular Region: AMS - North America and Canada Work Persona: Flexible or Remote

Responsibilities

This role involves serving as the operational backbone for a rapidly scaling global sales team, primarily by coordinating complex calendar management across multiple global time zones for senior leadership. Responsibilities also include managing meeting preparation, handling all travel and expense reporting, providing onboarding support, and driving cross-functional operational projects.