Office Manager and Senior Executive Assistant

ABOUT KHAN ACADEMY

Khan Academy is a nonprofit with the mission to deliver a free, world-class education to anyone, anywhere. Our proven learning platform offers free, high-quality supplemental learning content and practice that cover Pre-K - 12th grade and early college core academic subjects, focusing on math and science. We have over 155 million registered learners globally and are committed to improving learning outcomes for students worldwide, focusing on learners in historically under-resourced communities.

OUR COMMUNITY 

Our students, teachers, and parents come from all walks of life, and so do we. Our team includes people from academia, traditional/non-traditional education, big tech companies, and tiny startups. We hire great people from diverse backgrounds and experiences because it makes our company stronger. We value diversity, equity, inclusion, and belonging as necessary to achieve our mission and impact the communities we serve. We know that transforming education starts in-house with learning about ourselves and our colleagues. We strive to be world-class in investing in our people and commit to developing you as a professional.

THE ROLE

The Office Manager & Sr. Executive Assistant will manage administrative and operational tasks for our distributed Senior Leadership Team (SLT) and help ensure smooth operations of our headquarters (HQ’s) office located in Mountain View, CA. In this role, you will consistently provide input and counsel to SLT and support HQ’s office operations. You will act as a trusted partner for the senior leadership team, team members, vendors and other external parties. You will partner closely with the Employee Experience Lead, the People Operations (POPs) team, and other members of the administrative staff. 

YOU WILL

Provide SLT Support

• Manage complex calendars for one or more SLT members

• Maintain files (both print and digital) for SLT member(s)

• Prepare expense reports for SLT member(s)

• Assist with preparation of presentations, reports and documents

• Manage external relations on behalf of SLT (e.g., speaking events, press interviews, etc.)

• Act as administrator for tools and systems utilized by the functional teams reporting to SLT

• Regularly take on additional projects from the SLT upon request, including support work specific to the functional teams in your area

Provide HQ’s Office Support

• Support all office operational activities - handle procurement, maintain office equipment and inventory, and ensure cleanliness and functionality of all office spaces

• Manage the Khan Academy HQ’s Office cell phone

• Organize breakfast and/or lunch orders for periodic office events (e.g. monthly/quarterly onsite meetings, quarterly SLT meetings, functional team summits, etc.)

• Manage vendors for facilities, food/drink, and other operational contacts

• Partner with Khan Lab Schools and on set-up and management of shared use of HQ’s office space 

• Oversee mail and shipping needs including PO Box management and mail distribution

• Collaborate with IT to coordinate office technical needs including conference room setup

• Organize and run logistics for all company events such as Hackathon week, individual team onsites, and other team gatherings

WHAT YOU BRING

• 3-5+ years of managing administrative needs for VP level or above

• Availability to work from our HQ’s office in Mountain View, CA 1 - 2 days a week

• Great people skills - comfortable coordinating with people of varying functions and backgrounds

• Familiar with frequently-used tools (G-Suite, Microsoft Office, Confluence, etc.)

• High level of integrity coupled with ability to handle confidential/sensitive information with expert discretion

• Experience working on projects of strategic importance with organizational leaders

• Quick learner, willing to be trained in new areas to lend support to drive functional team productivity

• Flexibility to work special events outside of 9-5 hours on occasion

• Deep skills in time management and prioritization with ability to help optimize the time, energy and mindshare of SLT

• Resolves a variety of issues using company policies and procedures

• Project management skills with an eye for detail

• Strong written and oral communication skills

• Analytic ability with strong results orientation

• Motivated by the Khan Academy mission “to provide a free world-class education for anyone, anywhere.”

MORE ABOUT US

• Sal’s TED talk from 2011

• Sal’s TED talk from 2015

• Sal's TED talk from 2023

OUR COMPANY VALUES

Live & breathe learners

We deeply understand and empathize with our users. We leverage user insights, research, and experience to build content, products, services, and experiences that our users trust and love. Our success is defined by the success of our learners and educators.

Take a stand

As a company, we have conviction in our aspirational point of view of how education will evolve. The work we do is in service to moving towards that point of view. However, we also listen, learn and flex in the face of new data, and commit to evolving this point of view as the industry and our users evolve.

Embrace diverse perspectives

We are a diverse community. We seek out and embrace a diversity of voices, perspectives and life experiences leading to stronger, more inclusive teams and better outcomes. As individuals, we are committed to bringing up tough topics and leaning into different points of view with curiosity. We actively listen, learn and collaborate to gain a shared understanding. When a decision is made, we commit to moving forward as a united team.

Work responsibly and sustainably

We understand that achieving our audacious mission is a marathon, so we set realistic timelines and we focus on delivery that also links to the bigger picture. As a non-profit, we are supported by the generosity of donors as well as strategic partners, and understand our responsibility to our finite resources. We spend every dollar as though it were our own. We are responsible for the impact we have on the world and to each other. We ensure our team and company stay healthy and financially sustainable.

Bring out the joy

We are committed to making learning a joyful process. This informs what we build for our users and the culture we co-create with our teammates, partners and donors.

Cultivate learning mindset

We believe in the power of growth for learners and for ourselves. We constantly learn and teach to improve our offerings, ourselves, and our organization. We learn from our mistakes and aren’t afraid to fail. We don't let past failures or successes stop us from taking future bold action and achieving our goals.

Deliver wow

We insist on high standards and deliver delightful, effective end-to-end experiences that our users can rely on. We choose to focus on fewer things — each of which aligns to our ambitious vision — so we can deliver high-quality experiences that accelerate positive measurable learning with our strategic partners.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, gender, gender identity or expression, national origin, sexual orientation, age, citizenship, marital status, disability, or Veteran status. We value diversity, equity, and inclusion, and we encourage candidates from historically underrepresented groups to apply.

As part of this commitment, Khan Academy will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed.