Executive Assistant EMEA UTG

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
Role purpose:
This Executive Assistant role serves as both a strategic and operational partner to the EMEA Unified Technology Group (UTG) Site Lead, who is based in Dublin, requiring a strong in-office presence (ideally 2+ days per week). The EA will aid in executing the EMEA UTG Site Lead Program, ensuring seamless coordination across customer engagements, government interactions, executive visits, and internal site leadership activities across 5 main UTG sites in EMEA.
What you get to do in this role:

• Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks.
• Coordinate logistics for EMEA UTG site visits, including travel, agendas, and on-site execution for events.
• Support planning and logistics for meetings with external stakeholders, including customers and government officials.
• Ensure compliance with internal protocols and external expectations for such engagements.
• Serve as the primary point of contact for visiting executives, ensuring hospitality, briefing materials, and schedules are managed with precision.
• Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
• Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities.
• Partner with Program Leadership, Country Site Leads and local office leadership to ensure smooth execution of events and follow-up on action items.
• Assist with procurement, office support, and vendor coordination for events and site needs.
• Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation.
• Coordinate with EAs supporting Quality Engineering and Engineering VP+ to align calendars and business events.
• 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.

Qualifications
To be successful in this role you have:

• 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.
• 10+ years experience supporting SVP level
• Experience within a global scale organisation
• Compliance and governance experience
• Highly organized with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels
• Desire to grow and 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), Box, Concur and Google Docs
• Experience handling confidential materials

Preferred qualifications:

• Experience supporting regional or global programs with multiple stakeholders
• Strong project management and event planning skills
• Familiarity with ServiceNow internal tools and workflows is a plus
• Willingness to travel occasionally (5-10%) to EMEA sites (nice to have)

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.