Executive Assistant – Operations Coordinator

FULLER Equip

. Provide executive assistance to the Chief of Leadership Formation and Strategic Support Team .

Posted 10/14/2026full-timeRemote • California • United StatesMid-LevelSenior💰 $33 - $34 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in executive assistance, project coordination, and financial tracking within a multi-brand environment. Proficient in managing HubSpot CRM and optimizing administrative processes to enhance team efficiency and productivity.

Highest-signal resume keywords

Executive AssistanceHubSpot AdministrationFinancial TrackingProject CoordinationStrong Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Financial TrackingProject CoordinationData AccuracyBudget ManagementCRM ManagementDocument DraftingCalendar ManagementReimbursement ProcessingTemplate CreationMeeting Coordination

Soft Skills

Strong Verbal CommunicationStrong Written CommunicationSound JudgmentAttention to DetailAbility to Work Under Pressure

Tools & Technologies

HubSpotAsanaMicrosoft SuiteGoogle SuiteSlackZoom

Certifications & Qualifications

Bachelor’s Degree

Industry Keywords

MinistryChurchTheological EducationDiversityEquityInclusion

About the role

Key responsibilities & impact

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Maintain accurate contact, company, and deal records and resolve duplicate, incomplete, and outdated data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

What you’ll need

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

Comp & perks

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