Executive Administrative Assistant
ServiceNow · Austin, Texas, United States
It all started when engineer Fred Luddy wrote code that automated a tedious task for his coworker, Phyllis. She cried tears of joy. That moment inspired Fred to build a company that could do that for everyone—freeing people from busywork so they could focus on meaningful work. Today, ServiceNow is the AI control tower for business reinvention. Our ServiceNow AI platform brings together any AI, any data, and any workflow— helping 85% of the Fortune 500® work smarter, faster, and better. We're building an AI-native culture where technology and talent are unstoppable together. And we're just getting started.
Join us to put AI to work for people.
Global Partnerships & Channels (GPC)
At ServiceNow, we put AI to work for people. Our AI platform connects any AI, any data, and any workflow to help organizations work smarter, move faster, and reinvent how business gets done. Global Partnerships & Channels extends that impact through a worldwide ecosystem of strategic, technology, cloud, service, and solution partners.
Role Overview
The Executive Administrative Assistant (EAA) to the GPC Leader is a highly trusted administrative partner responsible for maximizing the effectiveness, productivity, and operating capacity of a global executive leading one of ServiceNow’s most strategic and fast-moving organizations.
This is an AI-forward executive support role requiring demonstrated proficiency with AI-enabled Executive Assistant (AI EA) tools and platforms, in addition to broader AI and automation capabilities. The successful candidate already uses AI EA tools as an integrated part of how they manage executive calendars, scheduling, meeting preparation, follow-up, travel, communications, task management, and executive-office workflows.
We are looking for someone who can show how they have personally used AI EA technology to improve the way an executive office operates—not simply someone who is familiar with AI, uses a general-purpose AI assistant, or is interested in learning these tools.
The GPC Leader operates at an exceptionally fast pace across a global ecosystem of ServiceNow executives, customers, partners, industry leaders, and employees. Priorities can shift rapidly and often require immediate action. The EAA must operate with exceptional agility, adaptability, flexibility, judgment, and precision while maintaining accuracy and continuity across a constantly changing executive agenda.
This role goes well beyond traditional calendar administration. The EAA is a force multiplier for the executive, combining exceptional executive support capabilities with AI EA technology, automation, and modern productivity practices to anticipate needs, eliminate friction, create operating leverage, and continually improve how work gets done.
What You’ll Do
AI EA Tools, Automation & Executive Productivity
- Demonstrate advanced, hands-on proficiency using AI-enabled Executive Assistant tools and platforms specifically designed to support executive administration and executive-office workflows.
- Integrate AI EA tools into daily work to improve complex scheduling, calendar optimization, meeting preparation, briefing and context development, action and commitment tracking, follow-up, travel coordination, communications, and executive workflow management.
- Use AI EA capabilities to anticipate conflicts, identify scheduling and workflow dependencies, surface outstanding actions, organize executive priorities, and reduce administrative friction.
- Determine which work is best performed through specialized AI EA tools, broader AI platforms, workflow automation, or direct human judgment and intervention.
- Build and continually improve an AI-enabled administrative operating model that increases executive capacity while maintaining exceptional accuracy, discretion, responsiveness, and stakeholder experience.
- Identify repetitive or inefficient administrative processes and redesign them using AI EA capabilities, automation, integrations, templates, and other productivity technologies.
- Apply appropriate quality controls to AI-supported work, independently validating outputs and maintaining accountability for accuracy, confidentiality, and final execution.
- Remain current on emerging AI EA technologies and proactively evaluate and adopt capabilities that can measurably improve executive and administrative productivity.
Executive Calendar, Time & Priority Management
- Own a highly complex, dynamic global executive calendar involving C-suite leaders, senior internal executives, customers, strategic partners, industry leaders, and employees.
- Manage the calendar as a strategic business tool, ensuring executive time is aligned to the highest-value business, customer, partner, talent, and leadership priorities.
- Make rapid, thoughtful decisions when priorities change, understanding what can move, what cannot, who needs to be informed, and what downstream implications must be addressed.
- Anticipate conflicts, preparation requirements, decision points, travel implications, and follow-up needs before they become issues.
- Reprioritize quickly and confidently in an environment where the executive’s schedule may change multiple times in a day.
- Protect focus time while preserving the flexibility required of a highly visible global leader.
Internal & External Executive Engagements
- Orchestrate internal and external executive engagements from initial request through preparation, execution, and follow-up.
- Coordinate engagements with ServiceNow executives, customers, partners, industry leaders, external organizations, and other high-priority stakeholders.
- Ensure the executive enters critical engagements with the right context, objectives, participants, materials, logistics, and preparation.
- Maintain visibility to commitments and follow-up resulting from executive engagements and ensure actions move forward quickly.
- Coordinate across executive offices and external organizations to create a highly professional, responsive, and seamless stakeholder experience.
- Represent the GPC Leader with discretion, confidence, sound judgment, and strong executive presence.
GPC Leadership & Operating Rhythm
- Enable the operating rhythm of the GPC leadership team, including leadership meetings, business reviews, planning sessions, executive offsites, talent discussions, company events, and key partner engagements.
- Partner closely with the Chief of Staff to translate business priorities into an effective executive cadence and use of the leader’s time.
- Maintain a working understanding of GPC priorities, key decisions, leadership commitments, and upcoming milestones so administrative decisions can be made with appropriate business context.
- Connect meetings, decisions, commitments, and follow-up rather than treating individual calendar events as isolated activities.
- Anticipate what the leader and leadership team will need next and initiate action without waiting for direction.
Cross-Functional Executive Office Partnership
- Work closely with the Chief of Staff, HR Business Partner, Executive Communications, Finance, Strategy, and other key functions to coordinate and sequence executive priorities.
- Serve as a highly effective connector across teams, ensuring information, decisions, requests, and follow-up move at the pace required by the business.
- Coordinate executive communications, leadership forums, company events, talent engagements, organizational activities, and external commitments.
- Establish strong working relationships with executive assistants across ServiceNow and with the offices of customers, partners, and other external executives.
Global Travel & Executive Logistics
- Manage complex domestic and international travel, including rapidly changing itineraries, executive meetings, partner/customer engagements, events, and associated logistics.
- Anticipate travel dependencies and reso