Executive Assistant – Operations Coordinator

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🏄 California – Remote

🏄 California – Remote

💵 $33 - $34 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 0%

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FULLER Equip

WebsiteLinkedInAll Job Openings

11 - 50 employees

📚 Education

🤝 Non-profit

🌍 Social Impact

Education • Non-profit • Social Impact

FULLER Equip is an educational platform focused on equipping leaders who share Christ's hope and healing in the church and the world. It offers a variety of programs, including Master of Divinity, Clinical Psychology, and degrees in Theological Studies, aimed at fostering spiritual, academic, and emotional formation among students. FULLER Equip emphasizes a Christ-centered approach, encouraging students to become innovative leaders and disciples in diverse cultural contexts.

📋 Description

• Provide executive assistance to the Chief of Leadership Formation and Strategic Support Team • Book travel arrangements and coordinate hospitality for SST or LFD gatherings • Draft and edit correspondence, proposals, letters, meeting agendas, and working documents • Respond to email and phone messages on behalf of leadership team members • Manage calendars, meetings, attendee participation, and calendar invitations • Prepare reimbursement requests and outside contracts • Create and optimize systems and processes for SST efficiency and productivity • Administer Fuller’s enterprise HubSpot account across five brands • Maintain accurate contact, company, and deal records and resolve duplicate, incomplete, and outdated data • Administer HubSpot users, permissions, seats, subscriptions, and consent records • Maintain standardized properties, naming conventions, pipelines, deal stages, and data-entry standards • Troubleshoot HubSpot access and account questions and escalate issues as needed • Create user guides and training materials for HubSpot • Complete monthly trial balance and credit card reclassifications and recurring check requests • Audit and analyze SST finances and assist with financial reports and payments • Support fund development and donor-related tasks • Manage multiple SST projects, defining goals, success metrics, and timelines with team members • Organize project notes, drafts, and final assets • Build templates for recurring processes • Participate in team meetings, events, and other duties as requested

🎯 Requirements

• Bachelor’s degree • 5+ years of administrative, executive support, and/or project coordination experience • Experience with or comfort in financial tracking, budgets, or accounting processes • Experience with HubSpot or similar CRM required • Experience with HubSpot in a multi-brand or enterprise-level environment preferred • Demonstrated commitment to data accuracy and consistent processes • Experience in or understanding of ministry, church, or theological education contexts preferred • Strong verbal and written communication skills • Sound judgment and discretion in handling confidential information • Strong computer skills, including Microsoft Suite, Google Suite, Keynote, Slack, and Zoom • HubSpot and Asana (or other project management software) preferred • Ability to work under pressure and manage timely requests • Ability to work in a multicultural environment with a focus on diversity, equity, and inclusion • Ability to prioritize multiple tasks simultaneously • High attention to deadlines, accuracy, and details • Ability to work effectively independently and as a team member • Ability to work with a diverse remote team via digital task management systems and virtual meeting environments • Must be willing to abide by Fuller Community Standards

🏖️ Benefits

• Remote work within the United States, subject to payroll state tax approval • Travel to Pasadena once or twice per year for in-person gatherings • Potential for one to two additional instances of event-related travel • Fuller Community Standards and Equal Employment Opportunity/Affirmative Action protections • Opportunity to work with a diverse remote team • Women and minorities strongly encouraged to apply