Executive Assistant, Office of the CEO (temp to hire)

San Francisco, California, United States | Administration | Full-time

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Executive Assistant, Office of the CEO (temp to hire)

Common Sense (https://www.commonsensemedia.org/) is the nation's leading independent nonprofit organization devoted to helping kids and families thrive in a world of media and technology.

Every day, millions of families turn to Common Sense for trusted advice and unbiased ratings. We offer the largest library of independent age-based ratings and reviews for everything your kids want to watch, play, read, and learn. Our movie and TV ratings are available on Apple TV, Target.com, Xfinity, Vudu.com, and many other partner platforms, helping kids and families make smart media choices. Through our schools program, we provide educators with a curriculum that teaches the digital citizenship and literacy skills every student needs to succeed. We also work with policymakers, industry leaders, legislators, and a grassroots community of concerned parents and teachers to improve the media, tech, and education landscape for kids, families, and schools.

We are looking for an executive assistant to directly support our founder and CEO, Jim Steyer. This role's core responsibilities include managing calendars, making travel arrangements, and communicating on behalf of the office of the CEO. In addition, you will serve as the CEO's go-to resource by attending essential meetings, taking notes, and being an active participant and knowledge source.

LOCATION: San Francisco, CA

STATUS: Full-time (temp to hire with a 3 month evaluation period)

REPORTS TO: CEO and founder

WHAT YOU'LL DO:

Time Management and Logistics

  • Work directly with the CEO and his chief of staff to leverage his time and productivity.
  • Organize CEO's daily, complex, and varying calendar and priorities.
  • Make frequent and sometimes complex travel arrangements.
  • Coordinate meetings and conference calls.
  • Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
  • Anticipate CEO's needs, problem-solve for challenges, and manage emerging issues in a proactive manner.

Communications

  • Communicate with our leadership team members, board members, and other key stakeholders.
  • Screen all internal/external calls, email, and written correspondence.
  • Prepare executive responses to routine memos, letters, or correspondence.
  • Prepare correspondence, memos, PowerPoint presentations, and collateral materials.
  • Act as liaison between high-level executives and the senior management team.
  • Greet all visitors and determine access to appropriate parties.

Other

  • Work on special projects and other duties as assigned. 
  • Work closely with administrative and support teams (IT, HR, finance, etc.) to make sure all needs of the office of the CEO are handled effectively.
  • Anticipate CEO's needs; evaluate new office products; place and often expedite supply orders when necessary.
  • Prepare checks for review and signature. Oversee and process all expenses for the office of the CEO.
  • Manage and coordinate personal activities including family and personal travel and events, special occasions, personal business, and other tasks that may include direct interaction with family members of the CEO.
  • Help maximize the CEO's work time by helping with special projects and tasks.

WHAT WE NEED TO SEE ON YOUR RÉSUMÉ:

  • Bachelor's degree and four years of experience as an executive assistant or similar role involving high-level support.
  • Past executive assistant experience in a fast-paced environment.
  • Incredible organizational skills; must be detail-oriented.
  • Outstanding ability to prioritize and multitask.
  • Experience with Google Apps and MS Office.

THE X FACTOR:

  • You are comfortable carrying out varied responsibilities.
  • You are passionate about results.
  • You are a collaborator and are inspired by Common Sense's mission.
  • You take pride in your work and work toward a high level of output.
  • You have a tough skin and great sense of humor -- even when meeting tight and unpredictable deadlines.

WHAT WE OFFER:

  • The chance to work with talented, passionate professionals.
  • Great health benefits, including medical, dental, vision, and a matching 401(k).
  • An organization that offers work/life balance.
  • The opportunity to really make a difference in the lives of kids and families!

Common Sense values the diversity of its employees and is an equal opportunity employer. For more information on our values, please visit our statement on diversity, equity, and inclusion.

Common Sense will consider for employment qualified applicants with arrest and conviction records. However, job offers are made on the condition that the applicant subsequently pass a criminal background check. If the background check indicates a prior criminal conviction, we will conduct an individualized assessment to determine whether the conviction should result in denial of employment.