Executive Assistant to the Executive Director

Temple Israel is a vibrant, large and growing congregation with a mission to draw from the depth and richness of Judaism to help one another thrive: building community and connection, cultivating awe and wonder, living with hope and purpose, offering healing and comfort, pursuing social justice. 

As our congregation has expanded to over 1,000 families, this role is critical in ensuring smooth day-to-day operations. The Administrative Assistant will provide comprehensive administrative support, playing a key role in coordinating activities, managing schedules, and assisting in the delivery of high-quality programs and services.

Key Responsibilities:

 Administrative Support:

• Provide direct administrative support to the Executive Director and Senior Staff, including the clergy and department heads.
• Manage calendars, schedule meetings, and coordinate appointments for senior staff.
• Assist in preparing materials for meetings, including agendas, presentations, and reports.
• Handle confidential information with discretion and professionalism.

Office Management:

• Maintain organized and efficient office operations, including ordering supplies, maintaining office equipment, and coordinating with vendors.
• Respond to phone calls, emails, and other communications, directing inquiries to appropriate staff members and ensuring timely follow-up.
• Assist in drafting and distributing correspondence, including emails, letters, and announcements.
• Serve as a liaison between congregants and senior staff, helping to resolve inquiries and providing excellent customer service.

Event and Program Coordination: 

• Assist with planning and logistics for events, programs, and lifecycle events, including booking spaces, arranging catering, and coordinating resources.
• Provide support during large congregational events, ensuring all administrative tasks are completed efficiently.
• Help with registration, attendance tracking, and follow-up communications for programs and events.

 Database Management: 

• Maintain accurate and up-to-date membership records using the congregation's database system called ShulCloud
• Track event participation, donations, and other metrics as needed for reporting and analysis.

 Financial and Budget Support:

• • Assist the Executive Director with basic bookkeeping tasks, including processing invoices, reconciling expenses
  • Take on additional responsibilities as needed in a fast-paced, growing environment.

 Qualifications: 

• Proactive Approach: Anticipate needs, plan ahead for potential issues, and take initiative to improve efficiency.
• Adaptability: Remain flexible in fast-paced environments with shifting priorities. Be open to learning new tools and adjusting workflows.
• Team Collaboration: Work well with clergy, internal teams, and external contacts, ensuring smooth communication and alignment.
• Excellent Communication Skills: Craft clear, professional messages and reports. Communicate complex information simply, while maintaining diplomacy.
• Flexibility: Adjust schedules and workload to accommodate Executive Director needs, including last-minute changes 
• Team Player: Cooperate effectively with others, contribute to team success, and maintain a positive attitude, even under pressure.