REPORTS TO: De Pree Center’s Director of Operations
Brief Description:
Reporting directly to the Director of Operations, and working closely with the Executive Director, the Administrative Assistant provides complex, high-level administrative support for the De Pree Center as a whole and also to the Executive Director. The De Pree Center is a creative, productive, and fast paced-team. We’re looking for someone who can navigate ambiguity without sacrificing workload quality and quantity, has a high attention to detail, and can provide kind and hospitable customer service. The De Pree Center’s mission is to equip leaders to respond faithfully to God’s callings in all seasons of their life and leadership.
This position is available for remote work within the United States. Subject to payroll state approval by Fuller Theological Seminary.
Essential Functions
Provide direct assistance on all administrative tasks for the Max De Pree Center (70%)
Budget and Finances (25%)
Oversee and process all payments and reimbursements for staff and hired consultants. This includes interfacing with the necessary departments at Fuller such as Human Resources and the Office of Finance and Accounting (OFA).
Oversee and process purchasing requisitions, monthly business credit card statements, and reimbursement and expense reports in a timely manner.
Assist with the budget and financial reconciliation. This includes submitting transactions to OFA, tracking all expenses and income by uploading financial transactions into De Pree’s financial ledger, and maintaining documentation of records.
Staff and Board (15%)
Coordinate and plan logistics for De Pree team and Advisory Board meetings: anticipate and prepare all the needs for meetings (agendas, reports, copies of all materials, room reservations, food, emails and reminders to meeting attendees, etc.), and assist with travel arrangements of out-of-town guests as needed (flight, lodging, taxis, meals, etc.). This may require traveling to Pasadena, CA a couple times per year to host in-person Advisory Board meetings.
Take detailed and comprehensive notes during all De Pree staff, board, and ad-hoc meetings and ensure all follow up and to-do items are assigned to appropriate parties within a timely manner.
Coordinate and plan logistics for staff appreciation events such as staff retreats, birthdays, and work anniversaries.
Communicate personnel related announcements to the De Pree team, such as filling out timecards, upcoming holidays and office closures, and attending Fuller-wide staff meetings.
Provide administrative support on research projects, as needed. This may require PHRP (Protecting Human Research Participants) training, which would be provided by and paid for by De Pree.
Provide support on administrative related duties to other De Pree staff, as needed, including support to De Pree events.
Customer Service and Hospitality (15%)
Serve as the primary point of contact for the De Pree Center with excellent support, hospitality, and customer service. This includes answering and screening all incoming appointments, employee requests, emails, and telephone calls, and noting and conveying details thoroughly and concisely.
Data Entry and Organization (10%)
Insert new and updated customer, account, financial, and program participant data by inputting text-based and numerical information from source documents into designated locations within time limits.
Review data for deficiencies, errors, or duplicates; correct any incompatibilities if possible; and check output.
Organize and maintain cleanliness of records in the De Pree database.
Provide support on uploading content to De Pree online platforms (such as our website), as needed.
Office, Supplies, and Technology (5%)
Process incoming and outgoing mail for the De Pree Center. This includes preparing and shipping packages and letters to external stakeholders and program participants.
Purchase office and program-related supplies, coordinate delivery of supplies to appropriate parties as needed, and keep detailed and up-to-date records of supply inventories.
Ensure effectiveness of all remote office functions, systems, and equipment (mail forwarding, document storage and organization, team calendar, Fuller communications, online subscriptions, etc.).
Maintain and keep organized electronic filing systems, folders, and documents of all office information, records, and projects.
Provide direct scheduling and logistical assistance to the Executive Director (30%)
Arrange appointments as directed, initiate recurring meeting schedules with key individuals, attend meetings for the purpose of transcribing information discussed, as requested.
Provide proactive support for the ED’s schedule, providing prompts and reminders for meetings as needed.
Plan all logistics for meetings that the ED leads and participates in; anticipate and prepare all the needs for meetings (agendas, reports, copies of all materials, room reservations, food, etc.).
Plan and oversee ED travel itineraries, as needed and requested.
In partnership with the Fuller Foundation, provide proactive support to the ED’s donor and foundation relations, including scheduling meetings; confirming deadlines for proposals and reports; and compiling, reviewing, finalizing, and submitting documents to all relevant parties.
Take the initiative in supporting ED with creativity and commitment.
Knowledge and Skills Required
Bachelor’s degree or equivalent.
Three years related experience as an administrative or executive assistant.
Highly accurate and detail-oriented.
Exceptional organizational skills with meticulous attention to detail with a big-picture context.
Strong customer service orientation with a professional and kind demeanor.
Able to maintain a positive customer service attitude in challenging situations.
Energetic self-starter with ability to work independently.
Excellent interpersonal skills, ability to interact pleasantly with individuals from many cultures, including students, faculty, administrators, and board members and trustees.
Excellent oral and written communication skills.
Able to balance multiple projects with a positive demeanor.
Capacity to remain calm under the pressure of multiple deadlines.
Able to respect and uphold issues of confidentiality, especially related to crisis management, keeping all documents filed carefully and confidentially in a timely manner.
Proven ability to work well with a broad range of leaders, and other people such as coworkers, stakeholders, customers, and clients in a variety of circumstances.
Technologically savvy with a high proficiency with work and project management applications, such as Asana, Airtable, Google Apps, and Microsoft Office applications.
Possesses multicultural sensitivity and good conflict resolution skills.
Physical Requirements
Able to sit or stand for up to 8 hours at a time
Able to bend, grasp, and reach
Able to lift up to 25 pounds
Requires repetitive motions and sitting at computer keyboard
Able to hear and speak on the telephone
Able to read, take notes, and view a computer monitor
Able to conduct business with other Fuller offices
Additional Remarks
Must be willing to abide by Fuller Community Standards
