Remote Executive Assistant & Operations Coordinator HubSpot

Fuller Theological Seminary; Pasadena (CA); Remote; USD 45,000 - 47,000; Full time

Job summary

Fuller Theological Seminary is seeking an Executive Assistant & Ops Coordinator to serve the Leadership Formation Division. You will blend executive support, HubSpot administration, and project management to keep daily operations, communications, and workflows running smoothly for the central leadership team.

The role emphasizes system-building, travel coordination, financial reclassifications, and cross-team collaboration.

Qualifications

• 5+ years of administrative, executive support, and/or project coordination experience.
• Experience with financial tracking, budgets, or accounting processes.
• Experience with HubSpot or similar CRM in a multi-brand environment.
• Strong communication and discretion when handling confidential information.

Responsibilities

• Provide executive support to the Chief of Leadership Formation and SST members.
• Manage HubSpot administrative tasks across five brands and maintain data quality.
• Coordinate budgets, trial balances, and vendor payments; support fundraising tasks.
• Plan travel, draft correspondence, and prepare meeting materials.
• Organize project notes, templates, and recurring processes for SST efficiency.
• Support cross-functional collaboration and participation in meetings and events.

Skills

Executive support

Project coordination

Administrative experience

Communication

Data accuracy

Tools

HubSpot

Microsoft Office

Google Workspace

Asana

Job description

Fuller Theological Seminary is seeking an Executive Assistant & Ops Coordinator to serve the Leadership Formation Division. You will blend executive support, HubSpot administration, and project management to keep daily operations, communications, and workflows running smoothly for the central leadership team.

The role emphasizes system-building, travel coordination, financial reclassifications, and cross-team collaboration.