Administrative Assistant

ServiceNow, Inc. • West Palm Beach, FL • 17h ago

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.

We have a great opportunity for an experienced, highly-organized, detail-oriented self-starter with a personable demeanor. You are the glue that keeps our Senior Leadership together. You're enthusiastic, flexible and a team player with strong interpersonal and communication skills who operates well in a fast paced, ever-changing environment.

Role Responsibilities:

Calendar and 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

Assist with food orders, meeting needs, agenda support and note taking. Proactively manage calendar requests and conflicts

Meeting and 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 you support as well as participants

Work with recruiting team to provide mutually convenient times for candidates and interviewers. Ensure candidates are settled in and supported during the interview process

Handle all travel (flight, hotel, car) arrangements (domestic and international)

Expense management duties, which includes submitting expense reports and receipts in a timely manner

Provide onboarding support for new hires

Includes space, equipment requests, onboarding meeting scheduling, preparing cube space and being admin point of contact for new hire

Submit and manage all help desk support requests for Senior Directors as needed

Provide onboarding support for new vendors and agencies, ensuring they have the right access and documents/enablement required to get them up and running

Project work as needed to support each teams' goals

Our ideal candidate:

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

5+ years of administrative assistant experience

Proactive, one step ahead work ethic, attitude and approach

Multi-taking is not an issue for you, your able to juggle multiple calendars, teams and requests. And be flexible in response to changing priorities and needs

Ability to drive schedules and agendas with deeper understanding of @context

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 with agencies

High level of confidentiality, discernment and judgment

Desire to grow and take on your own projects and work under pressure while consistently meeting deadlines

You are a technical wizard with Word, Outlook, PowerPoint, Zoom, Concur, BOX

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 (https://www.servicenow.com/content/dam/servicenow-assets/public/en-us/doc-@type/other-document/careers/new-world-of-work-personas.pdf) . 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 globaltalentss@servicenow.com 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.

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