ADMINISTRATIVE ASSISTANT
DEPT: FULLER YOUTH INSTITUTE
FT/PT/TEMP: FULL TIME
EXEMPT STATUS: NON\-EXEMPT
HOURS: 40 PER WEEK
LOCATION: PASADENA, CA
REPORTS TO: SENIOR DIRECTOR OF FYI
Brief Description:
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.
Essential Functions:
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.
Administrative Support to FYI’s Senior Leadership Team (35%)
* 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
Office Management and Customer Service (30%)
* 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
Hospitality and Events (25%)
* 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 Functions (10%)
* General team participation in meetings, events, and other duties as requested by the supervisor.
Knowledge and Skills Required:
* 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
This is a grant/gift\-funded position that may be time\-limited and/or contingent upon sufficient funding. In the event the funding is discontinued, the position may be eliminated.
Additional Remarks:
* Must be willing to abide by Fuller Community Standards
* This is an on\-campus position and some work is required on the Pasadena, CA campus.
Pay Scale
* Hourly rate the seminary expects to pay: $21 \- $22 per hour 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. All positions must agree to Fuller's Community Standards for conduct, and certain positions must fully accept Fuller's Statement of Faith. Women and minorities are strongly encouraged to apply.*