Executive Assistant For Trustees Affairs & Special Projects

Executive Assistant for Trustees Affairs and Special Projects

Office of the President

DEPT: OFFICE OF THE PRESIDENT

HOURS: 40 PER WEEK

FT/PT/TEMP: FULL-TIME

EXEMPT STATUS: EXEMPT
REPORTS TO: PRESIDENT
LOCATION: IN-PERSON, PASADENA, CA

Brief Description:

The Executive Assistant for Trustees Affairs and Special Projects in the Office of the President is responsible for coordinating and supporting the Board of Trustees, assisting with ongoing and Special Projects in the President’s Office, and managing various budgets for the Board and the President. In addition, the role tracks and maintains the dashboards for Fuller’s strategic plans and FULLER NEXT commitments.

The successful candidate will be collaborative, detail-oriented, professional, gifted in organization, an excellent communicator, and have a passion for the mission of Fuller. Strict confidentiality must be kept and discretion must be used throughout the Executive Assistant for Trustees Affairs and Special Projects work. This position works directly with Fuller’s president, board chair, board secretary (CFO), and Executive Assistant to the president.

Essential Functions:

Board of Trustees Liaison and Coordinator

• Board and Committee Liaison
  • Liaise with trustees for seminary business
  • Communications, information, and distribution (internal and external)
  • Manager coordination and communication of Board and Committee meetings
  • Maintain and update all board records and member information
• Board and Committee Materials
  • Record Board minutes and resolutions
  • Manage committees' minutes recorders
  • Prepare and distribute agendas, senior leadership reports, resolutions, and materials for all meetings
  • Work closely with CFO/Board Secretary, Legal Counsel, Director of Compliance & Risk Management, and senior leaders
  • Maintain current and historical materials in Board Effects portal
  • Maintain Trustee Handbook
• Board and Committee Meeting and Events
  • Facilitate all aspects of the Board of Trustees meeting -- plan and coordinate logistics, including trustee travel plans and accommodations
  • The board meets three times a year, 8 committees meet 3 times a year (some additional special meetings)
  • The executive committee meets 5 times per year
  • Special committee meetings as needed
  • Responsible for recording minutes for board, executive, trustee affairs, operations, and special committees
  • Manage meeting and hospitality logistics, contracts, catering, AV, etc
  • Manage trustee travel arrangements and reimbursements

President's Office

• Special projects for the president
  • Track and maintain data and dashboards for Fuller's strategic plan and other essential FULLER NEXT commitments
  • Coordinate and plan presidential events, Special Projects, and committees
  • Provide logistical support, including Zoom, minute-taking, etc.
  • Manage and distribute materials
  • Coordinate and assist with the management of annual and ad hoc events hosted by the President's Office
• Presidential communications
  • Support Presidential communications
• Administrative support for the Office of the President
  • Coordinate with appropriate departments regarding the President's responsibilities at commencement
  • Support the President in preparation for meetings and presentations as requested
  • Draft and edit written correspondence, proposals, and letters as requested

Budget Manager

• Manage all expenses, contracts, invoices, and set up fiscal-year budgets for the Board of Trustees, President's Office, and any Special Projects
• Manage various budgets, such as general, discretionary, restricted and unrestricted funding, endowment transfers, and others
• Support the seminary's annual budget planning process
• Monitor and process Trustee expenses via Concur software
• Work closely with the CFO and the senior budget analyst
• Prepare annual trustee expense reports

Additional Responsibilities

• Respond to mail, email, and phone inquiries in a timely manner
• Maintain Trustee and President's Office records
• Provide support/hospitality for visitors
• Other duties as assigned

Knowledge and Skills Required

• Significant prior work experience of 5 years or more in administrative support and leadership, preferably in higher education
• Budget management experience
• Excellent verbal, written, and interpersonal communication skills
• Strong project management skills
• Strong organizational skills, including the ability to manage multiple projects and materials simultaneously, with pressing deadlines, and maintaining and accessing office files and documents
• High proficiency with Microsoft Office applications, Google Apps (documents, spreadsheets, and presentations), and Adobe Acrobat
• Proven ability to work well with culturally diverse leaders and other people in a variety of circumstances
• Strong organizational skills and indexing of information for future research and retrieval
• Ability to hold and manage confidential information
• Bachelor’s degree or equivalent

Additional Remarks

• Must be willing to abide by Fuller Community Standards
• Must be willing to sign Fuller's Statement of Faith
• This is an in-person position and expected to work out of the Pasadena, CA campus at least three days per week.
• Work in the evening and weekends are expected during Board of Trustee sessions

Pay Scale

• Salary range the seminary expects to pay: $67,000 - $72,000 annually USD

Fuller Theological Seminary is an Equal Employment Opportunity/Affirmative Action employer. To the extent required by law, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status. As a religious institution, Fuller Theological Seminary is permitted and reserves the right to prefer employees or prospective employees for certain positions on the basis of religion.

5, E5, 43-0000