Executive Assistant & Operations Coordinator
FULLER THEOLOGICAL
Summary
The Executive Assistant and Operations 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.
Job description
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, and 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 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%)
- Provide administrative support to keep LFD’s HubSpot account clean, consistent, and well-maintained across its five brands
- Maintain a clean, accurate database by monitoring and resolving duplicate, incomplete, and outdated contact, company, and deal records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 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 as needed
- Create and maintain user guides and training materials so staff use HubSpot consistently
Business and Project Administration (30%)
- 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
- 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 support for fund development, including 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
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
- Demonstrated commitment to data accuracy and consistent processes
- 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
- 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 details
- Ability 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
Benefits
- Remote work
- Travel to Pasadena 1-2 times/year
- Event-related travel possible
Company overview
Fuller Theological Seminary is one of the world's largest multidenominational theological seminaries, founded in 1947 by radio evangelist Charles E. Fuller. Headquartered in Pasadena, California, Fuller operates as a comprehensive graduate institution offering master's and doctoral degrees across three primary schools: the School of Theology, School of Psychology, and School of Intercultural Studies. The seminary is renowned for its evangelical Christian orientation while maintaining academic excellence and ecumenical engagement. Fuller serves a diverse student body from over 90 countries and 100 denominations, emphasizing theological education that integrates faith, learning, and practice. The institution is particularly noted for its contributions to missiology, clinical psychology, and biblical studies, with faculty including prominent scholars in their respective fields. Fuller maintains campuses in multiple locations including Pasadena, Houston, and Phoenix, and offers extensive online education programs to reach students globally.