Administrative Assistant - FYI

FULLER THEOLOGICAL•Pasadena, CA

2h•Hybrid

About The Position

The Administrative Assistant provides high-level support to FYI’s Senior Leadership Team, ensuring that daily operations, communications, and executive workflows are handled with precision and professionalism. This role serves as the voice of FYI’s customer service and the heart of its office culture, managing everything from complex scheduling and document preparation to office logistics and remote team engagement. Acting as a proactive problem-solver, the Administrative Assistant optimizes internal systems, coordinates multi-layered event hospitality, and fosters strong relationships across the organization to keep the team connected and productive. This is a hybrid position with a requirement of at least 3 days per week in the FYI office. The Administrative Assistant is responsible for the seamless operational and logistical support of FYI’s leadership and the broader team. By balancing executive assistance with office management and event production, this role ensures that the organization’s mission is supported by efficient, reliable, and hospitable administrative practices.

Requirements

Bachelor’s degree
2-3+ years of administrative experience
Team player mindset, eager to serve and fosters collaboration.
Proven ability to provide superb customer service
Strong verbal and written communication skills
Strong computer skills, with competence in: Microsoft Suite, Google Suite, Adobe, Keynote, Hubspot or other CRM, Asana or other Project Management software, Slack, Zoom and high Internet and social media proficiency
Works well under pressure and can manage pressing requests and situations
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.
A self-starter who can prioritize tasks and meet deadlines
Must be willing to abide by Fuller Community Standards

Responsibilities

Draft and edit written correspondence, proposals, letters, and working documents on behalf of the senior leadership team
Respond to email and phone messages on behalf of senior directors as requested
Print documents or make copies, as necessary, for FYI’s senior leadership team
Set up meetings as requested, including arranging with other assistants and/or sending calendar requests
Prepare and submit credit card reclassifications for the senior leadership team on a monthly basis
Respond to inquiries about FYI services, products, events, and websites, including answering general telephone calls and e-mail messages within 24 hours
In collaboration with FYI’s Senior Director, create and/or optimize systems and processes for team efficiency and productivity.
Maintain and order office supplies as needed, including the needs for remote staff members
Provide troubleshooting for office equipment and call for service when necessary
Manage the process of incoming and outgoing mail
Maintain overall office presentation and organization, including storage areas
Oversee and execute occasional data entry and filing
Maintain the team Master Calendar
Occasional note-taking for meetings that involve all-staff meetings, and/or as requested by FYI’s Executive Director and Senior Directors.
Manage celebration of staff birthdays, FYI milestone celebrations, and farewells. Send occasional care packages to remote employees and execute other ideas to keep remote staff connected to the Pasadena office.
Provide administrative support for new resource launches, including partnering with external publishing teams
Develop and maintain working relationships with OFA, HR, Building Services and other Fuller Seminary departments as needed
Responsible for all team meeting arrangements, including scheduling, confirmation with all participants, venue reservation/confirmation, technical support, catering, handouts, and clean up.
Manage all aspects of hospitality and event planning for all FYI in-person training or gatherings with other admin staff, including catering, venue setup and clean-up, participant registration, parking, and other hospitality-related tasks.
Handle all reimbursements for non-Fuller participants as needed.
Manage all logistics and production support for online training events.
General team participation in meetings, events, and other duties as requested by the supervisor.