Executive Assistant & Operations Coordinator

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Executive Assistant & Operations Coordinator

Regular Full-Time Staff Non-Exempt Pasadena, CA, US

EXECUTIVE ASSISTANT & OPERATIONS COORDINATOR

DEPT: LEADERSHIP FORMATION DIVISION

FT/PT/TEMP: FULL TIME

EXEMPT STATUS: NON-EXEMPT

HOURS: 40 PER WEEK

LOCATION: REMOTE

REPORTS TO: ASSISTANT CHIEF OF LEADERSHIP FORMATION

Brief Description:

The Executive Assistant and Operations Coordinator (“EA & Ops Coordinator”) is a versatile operational linchpin for the central leadership and support team of the Leadership Formation Division (LFD), particularly the Chief of Leadership Formation, Dr. Kara Powell. This role blends executive assistance, HubSpot administrative support, business administration, and project management to ensure that the daily operations, communications, and executive workflows of LFD leadership are handled with precision and care. Serving Dr. Powell in particular, and the full central leadership team more broadly, the EA & Ops Coordinator manages scheduling and administration, financial reclassifications and tracking, and managing various SST projects. A central part of the role is administrative support for LFD’s enterprise HubSpot account, which supports sales and marketing across multiple centers, helping keep it clean, consistent, and well-maintained.

Acting as a proactive problem-solver, the EA & Ops Coordinator builds and optimizes the systems, templates, and processes that keep the SST organized, responsive, and focused on its strategic priorities. The ideal candidate is a generalist who thrives on variety and brings a blend of administrative, financial, and project management skill, along with an understanding of ministry contexts. This position is remote, with an expectation to travel to Pasadena once or twice per year for in-person gatherings, with the potential for one to two additional instances of event-related travel, upon request.

About the Leadership Formation Division:

The Leadership Formation Division (LFD) at Fuller Theological Seminary consists of five Centers (Center for Spiritual Formation, Church Planting Initiative, De Pree Center, Fuller Youth Institute, and Thrive Center), the TENx10 Collaboration, and FULLER Equip (an online non-degree training platform for Christian leaders) that collectively provide research-based resources and training to those who want to learn from Fuller but are not currently pursuing a degree. Collectively, LFD serves approximately 250,000 learners per year and has approximately 80 full-time staff. The Strategic Support Team (SST) serves as the central team providing strategy and expertise support in key areas for LFD, particularly in marketing, sales and partnerships, fund development, and connection to the larger Fuller ecosystem.

Essential Functions

• The Executive Assistant and Operations Coordinator maximizes the effectiveness of LFD’s central leadership by providing seamless operational support across four core areas:
• SST executive assistance
• HubSpot administrative support
• Business administration
• Project management
• Executive Support to the Chief of Leadership Formation and the SST (40%)
• Book travel arrangements for SST members or for participants in SST endeavors (e.g., partner gatherings) as needed
• Draft and edit written correspondence, proposals, letters, meeting agendas, and working documents on behalf of the Chief of Leadership Formation and SST members
• Respond to email and phone messages on behalf of the Chief of Leadership Formation and SST members as requested
• Calendar and set up meetings as requested, including arranging participation and other roles with attendees and/or sending calendar requests
• Prepare and submit reimbursement requests and outside contracts for the Chief of Leadership Formation and SST members
• In collaboration with the Assistant Chief of Leadership Formation, create and/or optimize systems and processes for SST efficiency and productivity
• Coordinate and manage all hospitality needs for periodic SST or LFD gatherings
• HubSpot Administrative Support (30%)
• In coordination with the Senior Director of Branding & Marketing, provide administrative support to keep LFD’s HubSpot account clean, consistent, and well-maintained across its five brands. The Sales side of HubSpot will be primarily managed by the Partnerships Operations Manager, Zach Peery, but coordination with this work will be required. Campaign strategy, execution, and automation remain with each Center’s marketer.
• Maintain a clean, accurate database by monitoring and resolving duplicate, incomplete, and outdated contact, company, and deal records
• Administer HubSpot users, permissions, and seats, and onboard and offboard team members
• Maintain and document standardized properties, naming conventions, pipelines and deal stages, and data-entry standards across brands
• Monitor subscription and consent records (e.g., unsubscribes and preferences) to ensure they are accurate across brands
• Serve as first point of contact for HubSpot account and access questions from LFD staff, troubleshooting or escalating to HubSpot support or Sr. Director of Branding and Marketing as needed
• Create and maintain user guides and training materials so staff use HubSpot consistently
• Business and Project Administration (30%)
• Work under the direction of the Assistant Chief of Leadership Formation to manage day-to-day business administration for the SST.
• Complete monthly trial balance reclassifications and submit recurring check requests
• Prepare and submit credit card reclassifications for the Chief of Leadership Formation and SST members on a monthly basis
• Work with the Assistant Chief of Leadership Formation to audit and analyze SST finances on a regular basis
• Process and submit payments, assist in preparation of basic financial reports and documents, and review documents as requested
• Provide the necessary support for fund development, and provide support to the Chief and Assistant Chief for development-related tasks, such as sending donor cards, purchasing and sending gifts, and preparing occasional large donor mailings.
• Manage multiple SST projects at a time, collaborating with team members to define project goals, success metrics, and completion timelines
• Organize and maintain meeting notes, draft versions, and final assets for every project
• Build out templates for recurring processes to be more efficient
• General team participation in meetings, events, and other duties as requested by the supervisor

Knowledge and Skills Required

• 5+ years of administrative, executive support, and/or project coordination experience
• Experience with or comfort in financial tracking, budgets, or accounting processes (e.g., reclassifications, check requests)
• Experience with HubSpot or similar CRM required, 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, with competence in Microsoft Suite, Google Suite, Keynote, Slack, and Zoom; HubSpot and Asana (or other project management software) preferred
• Works well under pressure and can manage timely requests
• Works well in a multicultural environment with a focus on diversity, equity, and inclusion
• Able to prioritize multiple tasks simultaneously
• High attention to deadlines, accuracy, and detailsAbility to work effectively both independently and as a member of a team
• Able to work with a diverse remote team and interact with team members via digital task management systems and virtual meeting environments

AdditionalRemarks

Must be willing to abide by Fuller CommunityStandards

This position is available for remote work within the United States subject to payroll state tax approval by FullerSeminary

Pay Scale

Hourly rate the seminary expects to pay: $33 - $34 per hour USD

Fuller Theological Seminary is an Equal Employment Opportunity/Affirmative Action employer. To the extent required by law, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status. As a religious institution, Fuller Theological Seminary is permitted and reserves the right to prefer employees or prospective employees for certain positions on the basis of religion. All positions must agree to Fuller's Community Standards for conduct, and certain positions must fully accept Fuller's Statement of Faith . Women and minorities strongly encouraged to apply.