Executive Assistant & Operations Coordinator

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…