TENx10 Administrative Assistant

TENx10 ADMINISTRATIVE ASSISTANT 

DEPT: TENx10

FT/PT/TEMP: FULL TIME 

EXEMPT STATUS: NON-EXEMPT 

HOURS: 40 PER WEEK 

REPORTS TO: DIRECTOR OF OPERATIONS

LOCATION: HYBRID, PASADENA, CA

Brief Description: 

The TENx10 Administrative Assistant will help support the execution of the TENx10 Collaboration. TENx10 is a collaborative national discipleship movement with the mission to make faith matter more for ten million young people over the next ten years. We seek a full-time team-minded Administrative Assistant with high levels of initiative, organizational and interpersonal skills. This person should be a highly detailed individual with the ability to anticipate challenges and pivot with changes as well as hold an enthusiasm for TENx10’s mission, strategies, and goals. 

The TENx10 Administrative Assistant will work closely with the TENx10 Director of Operations to provide administrative, financial,  and team support. The ideal candidate can work fast with high output while not sacrificing workload quality, has a high attention to detail, and can provide kind and hospitable customer service.

Essential Functions:

• Payments and Contracts Support (50%)

  • Process all payments, deposits, monthly business credit card statements, and reimbursements for staff, hired consultants, and vendors. This includes collecting payee information (W9s, ACHs, invoices), interfacing with the necessary departments at Fuller, and keeping detailed records of all financial transactions in the proper databases.

  • Execute contracts through the proper Fuller systems, including acquiring legal review and approval, implementing suggested edits, requesting signatures from and sending notifications to appropriate parties, and maintaining documentation of records.

• Staff Support (20%)

  • Plan the logistics for weekly staff meetings: maintain schedule of staff devotionals and icebreakers, send notifications and reminders in advance to collect agenda items for upcoming meetings, and coordinate the technology to conduct meetings (Zoom links, Google calendars, Google docs for note taking, etc.).

  • Take detailed and comprehensive notes during all appropriate TENx10 staff meetings and ensure all follow up and to-do items are assigned to appropriate parties within a timely manner.

  • Plan the logistics for staff appreciation events such as staff parties and birthdays.

  • Communicate personnel related announcements to the TENx10 team, such as filling out timecards, upcoming holidays and office closures, and Fuller-wide staff announcements.

  • Provide logistical support to the TENx10 team and Executive Leadership Team (ELT), as needed, which includes:

    • Arrange appointments as directed, initiate recurring meeting schedules with key individuals, attend meetings for the purpose of transcribing information discussed, as requested.

    • Send and mail packages and letters (physical and digital) to stakeholders, as directed.

  • Additional logistical support including running various errands and supporting event planning, as needed.

• Office and Technology Support (20%)

  • Process mail for TENx10. This includes preparing and shipping packages and letters to external stakeholders and event attendees, as needed.

  • Serve as the primary point of contact for TENx10 with excellent support, hospitality, and customer service. This includes answering, screening, and routing all emails from the info@tenx10.org account to their appropriate destinations, noting and conveying details thoroughly and concisely.

  • Purchase office and event supplies, coordinate delivery to appropriate parties as needed, and keep detailed and up-to-date records of inventories. 

  • Aid in maintaining accurate grant metrics through routine data entry and clerical support.

  • Maintain and keep organized electronic filing systems, folders, and documents of all office information, records, and projects. Includes keeping the team calendar up to date and paying online subscriptions.

• Hiring and Onboarding Support (10%)

  • Under the direction of the Director of Operations: 

    • Assist in the creation and posting of job descriptions for new positions.

    • Assist in the vetting of prospective applicants by organizing job application documents, collecting additional information from applicants as needed, and supporting the pre-screening process for interviews.

    • Communicate instructions and schedule interviews with prospective applicants.

    • Participate in hiring interviews and serve as note-taker, as assigned.

    • Assist in the creation of sample skills assessments to test applicants’ knowledge and skills.

    • Assist in the onboarding of new hires, as needed.

• Other duties, as assigned.

Knowledge and Skills Required: 

• Bachelor’s degree or equivalent.

• Two to three years related experience as an administrative or executive assistant.

• High attention to deadlines, accuracy, and details.

• Ability to travel domestically at least once a quarter for various events.

• Ability to work a primarily remote role with regular on-site presence required at our Pasadena  campus.

• Ability to manage the storage and shipping of TENx10 supplies and resources that are stored at the Fuller Campus.

• Ability to store some office and shipping materials in personal residence if needed.

• 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.

• Works well in a multicultural environment with focus on diversity, equity and inclusion.

• Able to work with a diverse remote team and interact with team members via digital task management systems and virtual meeting environments. 

• Strong verbal and written communication skills.

• Technologically savvy with a high proficiency with work and project management applications, such as Monday.com, Airtable, Google Apps, and Microsoft Office applications.

• Works well under pressure and can manage pressing requests and situations.

• Able to prioritize multiple tasks simultaneously.

• Ability to work effectively both independently and as a member of a team.

Additional Remarks:

• Must be willing to abide by Fuller Community Standards

• This is a hybrid position and although has the capability to work from home, will require some visits to the Pasadena, CA campus

Pay Scale

• Hourly rate the seminary expects to pay: $20.00 - $23.50 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 strongly encouraged to apply.