Am Shalom is seeking a warm, compassionate, detail-oriented problem solver to join our team as a Senior Administrative Assistant. Do people compliment you on your responsiveness and fabulous customer service? Are you intuitive about meeting people’s needs? Are you organized, sensitive, and able to juggle multiple tasks with attention to detail? Would your ideal work environment include a strong sense of community, passion, and fun? If this describes you, we would love to learn more.
Who We Are
Am Shalom, one of the Reform movement’s largest congregations with 1100+ households in Chicago’s Northshore. Our members represent a diversity of Jewish observance, gender and sexual identity, race, and interfaith families. We are a hands-on, highly collaborative congregation with members leading many aspects of community life with our dynamic staff and clergy.
The Job
This position is a full-time employee at Am Shalom, reporting to the Chief Operating Officer (and the Executive Team - ET). The Senior Administrative Assistant will provide administrative support and database assistance, and be the forward-facing representative of the staff, answering phone calls, greeting visitors and directing those that enter the Administrative Suite. We seek an energetic, customer service oriented and organized individual who is a self-starter, and an intuitive problem solver who can multi-task and is a team player.
Hours
Regular weekly schedule is Monday through Friday. Typical hours: M/T/Th: 9am-5pm, Wednesday: 9am-6pm and Friday 9am-3pm with flexibility to adjust hours as needed to address varying program needs throughout the year.
Essential job functions: Provide administrative, financial, and general office support including, but not limited to:
- Oversight of front desk: answering phones, greeting/directing people and packages, sorting incoming and preparing outgoing mail/packages, ordering office supplies
- Maintaining membership database with demographic and status updates
- Calendaring and scheduling of events, programs and building functions
- Work with ET to maintain and monitor promotions in lobby including bulletin boards/TVs with upcoming events (and funerals)
- Collaborate with ET to prepare for events (specifically High Holiday) mailings, track attendee needs, create signage and oversee will call/check in processes
- Provide administrative support for communication of life cycle events (e.g. births, deaths) and be an editor of congregational communications (weekly eblast, quarterly newsletter)
- Assist with membership/fundraising events as directed (set-ups, name tags)
- Attend and participate in weekly office staff meetings
Core Competencies:
• Reassuring, warm, and compassionate personality
• Knowledge of Jewish traditions and practices
• Excellent interpersonal, organizational, communication, and writing skills
• Ability to act in a proactive and anticipatory manner
• Attention to detail, accuracy, and excellent proof-reading skills
• Ability to juggle multiple tasks, set priorities, work independently, and follow through on programs and projects efficiently
• Ability to see the big picture
• Flexible; able to adapt to changes in a fast-paced work environment
• Proven track record of working well with others
• Ability to understand the importance of confidentiality
• Warm and calm presence in problem-solving situations
• Proficiency in using Microsoft Office applications including Microsoft Word, Excel, and Outlook
• Proficiency and interest in learning and utilizing CRM database management systems (e.g. ShulCloud) and current applications (e.g. Zoom)
Qualifications
At least five years of successful professional experience related to: Executive/Administrative assistance, customer service and/or not-for-profit administrative support. Jewish communal work preferred but not required.
To apply
Please send your resume and cover letter to Am Shalom’s Chief Operating Officer, Lisa Kaplan [email protected].
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Lisa Kaplan [email protected] or 847-835-4800 x.213. Am Shalom is an equal opportunity employer.