Executive Assistant – Operations Coordinator

Job not on LinkedIn

🕒 October 14

🏄 California – Remote

🏄 California – Remote

💵 $33 - $34 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 0%

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Fuller Theological Seminary

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 1947

📚 Education

🤝 Non-profit

Education • Non-profit

Fuller Theological Seminary is a graduate-level Christian seminary headquartered in Pasadena, California, with additional campuses in Houston and Phoenix. It offers a wide range of degree and certificate programs in theology, ministry, mission, intercultural studies, psychology, marriage and family therapy, and clinical psychology, and operates centers, institutes, and clinical services (e. g. , Fuller Psychological and Family Services). Fuller’s mission emphasizes forming Christ-centered leaders through spiritual, academic, intercultural, vocational, and emotional formation and it functions as a non-profit educational institution.

📋 Description

• Provide executive assistance to the Chief of Leadership Formation and Strategic Support Team • Book travel arrangements for team members and participants in team endeavors • Draft and edit correspondence, proposals, letters, meeting agendas, and working documents • Respond to email and phone messages on behalf of leadership and team members • Manage calendars and set up meetings • Prepare and submit reimbursement requests and outside contracts • Create and optimize systems and processes for team efficiency and productivity • Coordinate hospitality needs for team or divisional gatherings • Maintain LFD’s HubSpot account across five brands, including resolving duplicate, incomplete, and outdated records • Administer HubSpot users, permissions, and seats, including onboarding and offboarding • Maintain standardized properties, naming conventions, pipelines, deal stages, and data-entry standards • Monitor subscription and consent records • Troubleshoot or escalate HubSpot account and access questions • Create and maintain HubSpot user guides and training materials • Manage day-to-day business administration for the Strategic Support Team • Complete monthly trial balance and credit card reclassifications and recurring check requests • Audit and analyze team finances • Process payments and assist with basic financial reports and documents • Support fund development and development-related tasks • Manage multiple projects, defining goals, success metrics, and timelines with team members • Organize meeting notes, draft versions, and final project assets • Build templates for recurring processes • Participate in meetings, events, and other duties as requested by the supervisor

🎯 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, such as reclassifications and check requests • Experience with HubSpot or similar CRM required; 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, with competence in 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 member of a team • Ability to work with a diverse remote team and interact with team members via digital task management systems and virtual meeting environments • Must be willing to abide by Fuller Community Standards • Must be eligible for remote work within the United States subject to payroll state tax approval by Fuller Seminary

🏖️ Benefits

• Remote work within the United States, subject to payroll state tax approval by Fuller Seminary • Travel to Pasadena once or twice per year for in-person gatherings • Potential for one to two additional instances of event-related travel • Equal Employment Opportunity/Affirmative Action employment practices • Consideration without regard to race, color, religion, sex, national origin, disability, or protected Veteran status, to the extent required by law

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