Executive Assistant

Executive Assistant Hearst Bay Area

About the Role

Hearst Bay Area home to theSan Francisco Chronicle SFGATE 46Mile Bay Area Production Services and other leading media brands seeks an experienced proactive and highly organizedExecutive Assistant to support the Executive Team. This role serves as the connective tissue between leadership and staff ensuring smooth day-to-day operations effective communication and a well-coordinated workplace.

The Executive Assistant will manage administrative operational and project-based duties for executives; oversee staff communications; and play a critical role in supporting both the newsroom and companywide initiatives. This is an in-office position up to 5 days a week based in San Francisco reports directly to the Publisher and manages the Newsroom Executive Assistant.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative assistance to the Executive Team including managing calendars scheduling meetings (often complex and multi-departmental) and coordinating visits from outside partners.
• Manage and reconcile receipts in Concur matching with corresponding files for monthly expense reports.
• Maintain organized shared folders of daily weekly and monthly departmental reports for easy executive reference.
• Support executive participation in marquee events managing invitations RSVPs and VIP guest lists.
• Assist with event logistics and communications on external events as well as internal staff events.
• Coordinate meeting invitations for companywide and newsroom initiatives including All-Hands marketing events Spring Health sessions and other staff programs.

Operational & Office Management

• Lead company on the upcoming office move and ensure the existing and new space remain organized clean and welcoming; act as a proactive steward of office upkeep.
• Oversee distribution of promotional merchandise and event swag for marketing and community initiatives.
• Serve as a point of contact for RTO (Return-to-Office) and Hearst training programs monitoring compliance attendance and internal messaging.
• Maintain and update newsroom emergency plans phone trees and staff contact lists (including those published on the internal site).
• Manage the newsroom workshop archive and ensure it remains up to date and accessible.

Communication & Coordination

• Draft and distribute staff communications announcements and executive messages.
• Assist with the creation and distribution of the events newsletter and manage event attendee correspondence.
• Oversee staff bio creation and updates for internal and external use.
• Support newsroom communications ensuring alignment with Hearst-wide messaging.

People Operations & Onboarding

• Manage new hire onboarding processes and coordinate training schedules across departments serving as liaison to Human Resources
• Maintain the intern brown bag lunch calendar and other training or mentorship events.
• Coordinate newsroom award and competition submissions

Leadership & Team Management

• Report directly to the Publisher and act as a bridge between the executive suite and departmental teams.
• Supervise and provide direction to the Newsroom Executive Assistant including tasking workflow coordination and performance feedback.
• Support newsroom scheduling duties

Qualifications

• 5 years of executive support experience preferably in media or a dynamic corporate environment.
• Exceptional organizational multitasking and project management skills with strong attention to detail.
• Strong written and verbal communication abilities; experience drafting professional messages for internal audiences.
• Proficiency in Google Workspace Microsoft Office Suite and Concur expense management systems.
• Proven discretion with sensitive information and professionalism in all communications.
• Event coordination office management or staff operations experience is highly valued.
• Collaborative spirit with the ability to anticipate needs and take initiative independently.

Why Join Hearst Bay Area

This role offers a unique opportunity to work alongside the leadership of one of the most respected media organizations in the country supporting the mission-driven work of theSan Francisco ChronicleSFGATE and its affiliates. Youll play a vital role in ensuring operational excellence staff engagement and organizational efficiency across a newsroom and company shaping the Bay Areas most trusted journalism.

Our Benefits:At Hearst Newspapers we not only support our employees through personal and professional development but we also believe in promoting each individuals physical financial and emotional wellbeing (and that of their family). Our industry-leading benefits include:

• Physical Wellbeing: Medical Dental and Vision coverage to keep you and your family healthy.
• Invest for the Future: Competitive retirement plan with matching program in most markets.
• Generous Paid Time Off: Recharge with ample time off including holidays and vacation.
• Paid Parental Leave: Support for growing families with paid leave for new parents.
• Monthly Child & Dependent Care Reimbursement: Financial support for the care of your loved ones.
• Emotional Wellbeing: Be your best self with our mental wellness benefits.
• LGBTQ & Inclusive Health Services: Inclusive healthcare designed for every individuals unique needs.
• Fertility Coverage & Menopause Support: Helping you along every step of your family journey.
• Pet Wellness Reimbursement & Rover Credits: We care about your pets too helping you keep them happy and healthy.
• And more clickhere for additional benefits and details.

About Hearst Newspapers:

With 2500 employees across the nation HNP represents a network of 24 daily and 52 weekly publications including the San Francisco Chronicle Houston Chronicle San Antonio Express-News and Albany Times Union several top digital-only news and lifestyle sites marketing services businesses and entertainment businesses such as King Features Syndicate. At HNP we are investing in new and innovative ways to tell storiesgrowing newsrooms diversifying tools evolving platformsto support the millions of people who trust us each month to help them make decisions take action and be inspired.

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