REPORTS TO: Executive Director and Senior Rabbi

SUMMARY: Reform synagogue in southern Westchester seeks an Executive Assistant who will provide support for our Clergy (currently two Rabbis and one Cantor) and will work closely with other professional staff. This employee will have direct contact with our congregants, including lay leaders, in a wide variety of circumstances. We are seeking a friendly, outgoing, highly organized professional to represent our synagogue to the community. The Executive Assistant will be responsible for maintaining and fostering relationships among congregants, clergy, lay leaders and other professional staff. The Executive Assistant must maintain a high level of professionalism and respect the confidentiality of information received.

ESSENTIAL JOB FUNCTIONS: Provides administrative, program, and B’nei Mitzvah support to the clergy and contributes to a variety of special projects throughout the year. Offers comforting and confidential assistance to congregants when they reach out to clergy seeking support. Manages the calendars and administrative needs of the clergy to foster a collaborative work setting in a warm team environment.

KEY RESPONSIBILITIES INCLUDE, but are not limited to:

Administrative Support to Clergy

· Answer and screen phone calls in a pleasant and timely manner, organize and maintain calendars for the clergy, produce correspondence as directed, maintain filing systems, and perform other administrative tasks, as requested

· Greet all incoming congregants and guests warmly and professionally

· Responsible for Clergy Discretionary Funds reconciliations and sending acknowledgements to donors

· Support Clergy with key synagogue initiatives by preparing communications, study packets, and booklets, as needed.

· Order office supplies, books, and other special items for events.

· Assist with a variety of administrative tasks including copying, faxing, taking notes, and gathering supplies for programs.

· Make travel plans for congregational trips, including group flights, hotel bookings, and more.

· Assist in managing communications and emails for the Senior Rabbi.

· Manage Senior Rabbi’s calendar and appointments for other clergy as requested.

Life Cycle and Holidays

· Assist clergy in administration of the B’nei Mitzvah Program and classes, including maintaining the B’nei Mitzvah calendar, scheduling of rehearsal and family meetings, ordering B’nei Mitzvah books as needed and preparing such books for students, prepare certificates and gifts for B’nei Mitzvah services.

· Assist with planning and preparation of Confirmation materials.

· Assist with tracking and coordination of High Holy Day honors.

· Coordinates scheduling of clergy meetings and communicates lifecycle events, such as weddings, conversions, baby naming and funerals.

· Prepare weekly Yahrzeit/Shloshim Lists, including the emailing of the notices.

Other Programs and Events

· Be knowledgeable about synagogue activities, programs, classes, and events.

· Manage communications with congregational choir.

· Manage contracts with musicians for holidays and other events.

· Handle administrative tasks including mailings, mail merges, RSVPs for events and classes, name tag preparation for programs and events.

· Maintain distribution lists and email correspondence for class attendees.

· Draft and distribute correspondence for clergy for their programs, committees, and initiatives.

· Responsibilities may be modified at any time based on the needs of the synagogue, as determined by the Senior Rabbi and Executive Director.

COMPETENCIES:

· Ability to deal with conflicting priorities and to foster teamwork and communication

· Flexible, takes initiative, and works well in a fast-paced environment

· Strong organizational skills and a clear communicator

· Ability to implement ideas by creating new processes and systems

· Computer expertise, including experience with Shulcloud, Outlook calendars, Microsoft Office (specifically email, mail merge, Excel, and Word), database entry and report queries, email marketing software, and social media platforms.

PREFERRED QUALIFICATIONS:

· Four-year college degree

· At least three years of office experience (in a similar setting a plus)

· Strong written and verbal communication skills

· Familiarity with Jewish holidays, life cycles, customs and rituals and synagogue life, or the willingness to learn

· Positive attitude, professional, discrete, attentive to detail

· Enjoys working with others as part of a team

· Accepts direction well, unafraid to ask for help, and take on new responsibilities

This is a full-time position.

We offer competitive compensation and benefits.

We are an Equal Opportunity Employer. We do not discriminate on the basis of age, race, ethnicity, faith, national origin, gender, sexual orientation, disabilities or on any other characteristics protected by law. We believe strongly that all applicants should be considered fairly for employment opportunities at the synagogue. We are most interested in finding the best candidate for the position, and we recognize that our best candidate may be one who comes from a less traditional background, or one who does not meet every single one of the qualifications listed in this job description. We encourage you to apply if you feel you are poised to excel at this important work at our synagogue. For more information and to apply, send resume and cover letter to: resumes@nykolami.org.

Duration: Full-time

Salary Range: $58,000 - $62,000

Benefits: Medical, Dental, Vision