Executive Assistant – Operations Coordinator

This is a fully remote position, open to applicants in California.

📋 Description

• Provide high-level executive assistance to the Chief of Leadership Formation and the Strategic Support Team.

• Arrange travel logistics and manage hospitality for SST or LFD meetings.

• Compose and revise correspondence, proposals, letters, meeting agendas, and other working documents.

• Handle email and phone communications on behalf of leadership team members.

• Oversee calendars, schedule meetings, manage attendee participation, and send calendar invites.

• Prepare reimbursement requests and external contracts.

• Develop and enhance systems and processes to improve SST efficiency and productivity.

• Manage Fuller’s enterprise HubSpot account across five brands.

• Ensure accurate maintenance of contact, company, and deal records, addressing duplicate, incomplete, and outdated information.

• Oversee HubSpot users, including permissions, seats, subscriptions, and consent records.

• Maintain consistency in properties, naming conventions, pipelines, deal stages, and data-entry standards.

• Troubleshoot HubSpot access and account inquiries, escalating issues as necessary.

• Create user guides and training materials for HubSpot.

• Conduct monthly trial balances and credit card reclassifications, along with recurring check requests.

• Audit and analyze SST finances and assist with the preparation of financial reports and payments.

• Support fundraising initiatives and donor-related activities.

• Oversee multiple SST projects, establishing goals, success metrics, and timelines in collaboration with team members.

• Organize project notes, drafts, and final deliverables.

• Develop templates for recurring processes.

• Participate in team meetings, events, and undertake additional responsibilities as requested.

⛳️ Requirements

• Bachelor's degree.

• Over 5 years of experience in administrative, executive support, and/or project coordination.

• Familiarity or comfort with financial tracking, budgeting, or accounting processes.

• Proficiency with HubSpot or a similar CRM is required.

• Experience with HubSpot in a multi-brand or enterprise-level setting is preferred.

• Proven dedication to data accuracy and consistent procedural adherence.

• Background in or knowledge of ministry, church, or theological education contexts is preferred.

• Excellent verbal and written communication skills.

• Sound judgment and discretion when handling confidential information.

• Strong computer skills, including proficiency in Microsoft Suite, Google Suite, Keynote, Slack, and Zoom.

• Familiarity with HubSpot and Asana (or other project management software) is preferred.

• Ability to perform under pressure and manage urgent requests effectively.

• Capacity to thrive in a multicultural environment with a commitment to diversity, equity, and inclusion.

• Capability to prioritize multiple tasks simultaneously.

• High attention to deadlines, accuracy, and detail.

• Ability to work efficiently both independently and as part of a team.

• Proficient in collaborating with a diverse remote team using digital task management systems and virtual meeting platforms.

• Must be willing to adhere to Fuller Community Standards.

🏝️ Benefits

• Remote work within the United States, subject to payroll state tax approval.

• Occasional travel to Pasadena for in-person gatherings once or twice a year.

• Potential for one to two additional instances of event-related travel.

• Fuller Community Standards and Equal Employment Opportunity/Affirmative Action protections.

• Opportunity to collaborate with a diverse remote team.

• Women and minorities are strongly encouraged to apply.