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Title: Administrative Assistant (Full-Time)

Location: Hybrid – In Person in Brooklyn, NY, and Remote

Work Environment

● Location: Kolot Chayeinu office in Park Slope, Brooklyn, and Remote.

● Team: Collaborative, mission-driven staff and volunteers; inclusive and welcoming

culture.

● Schedule: Full-time, standard office hours with some after-hours event support as

needed. Schedule Flexibility and Comp Time available.

● Environment: Fast-paced nonprofit setting with regular interactions with clergy, staff,

Board members, volunteers, and participants.

ABOUT KOLOT

Kolot Chayeinu / Voices of Our Lives is a 30-years-strong, fast-growing, progressive unaffiliated

Jewish congregation in Brooklyn, NY with over 450 households. Kolot is a place of inclusive

ritual, supportive community, dynamic educational programming and the relentless pursuit of

social justice, in alignment with Kolot’s Mission Statement.

POSITION OVERVIEW

Kolot Chayeinu seeks a detail-oriented, personable Administrative Assistant to support daily

operations, board and committee coordination, program logistics, and member engagement.

The ideal candidate is reliable, service-minded; has strong organizational and communication

skills; and is comfortable working in a Jewish community environment. This role reports to the

Managing Director and provides essential administrative support to staff, clergy, volunteers, and

program participants.

RESPONSIBILITIES

Administrative Support

● Manage calendar coordination, meeting logistics, and scheduling for the two senior

clergy with discretion and professionalism.

● Maintain organized digital and physical filing systems (documents, invoices, contracts,

donor records, photos) and ensure data integrity.

● Support Managing Director in preparing correspondence, reports, presentations, and

meeting agendas; disseminate as appropriate.

● Assist staff and clergy with administrative needs pertaining to our B-mitzvah program.

Operations and Office Management

● Monitor and order office supplies; maintain inventory and vendor relationships.

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● Coordinate facility needs (room reservations, equipment setup, accessibility

considerations, and housekeeping requests).

Program and Event Coordination

● Assist with planning, logistics, and on-site support for programs, events, services, and

community gatherings (e.g., services, education programs, social events), especially

around Jewish holidays and the fall High Holy Days and festivals.

● Support registration, attendee communications, and follow-up for events; maintain

participant lists and contact databases.

● Collaborate with program staff to ensure materials, signage, and supplies are ready for

events.

● Support the Director of Lifelong Learning in preparation, printing, and transportation of

Youth & Family Program materials weekly in person Mondays and Thursdays, 2:00-3:00

p.m.

Membership and Communications

● Maintain and update constituent databases (membership, volunteers, donors) with

accuracy and confidentiality.

● Assist with outreach and communications: newsletter preparation, event invitations, and

email campaigns as-needed.

● Respond to member inquiries with warmth and professionalism; forward requests to

appropriate staff, clergy, or lay leaders.

Compliance, Security, and Confidentiality

● Uphold privacy and confidentiality of donor, member, and staff information in accordance

with organizational policies and applicable laws.

● Assist with compliance tasks as directed (e.g., safeguarding, safety protocols, and

document retention policies).

Volunteer and Community Relations

● Support volunteer recruitment, onboarding, scheduling, and recognition.

● Foster a welcoming, inclusive atmosphere for community members and visitors.

QUALIFICATIONS

● Education: High school diploma or equivalent; associate or bachelor’s degree preferred.

● Experience: 2+ years of administrative or office management experience; nonprofit,

synagogue, or Jewish community organization experience is a plus.

Skills

● Excellent written and verbal communication.

● Strong organizational and time-management abilities; ability to multitask and prioritize.

● Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and/or

SquareSpace; familiarity with CRM or donor management systems a plus, including

ShulCloud, Mailchimp, and monday.com.

● Attention to detail and high level of accuracy.

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● Service-oriented with a collaborative mindset.

Interpersonal Qualities

● Professional, approachable, and culturally sensitive; able to engage respectfully with

diverse staff, members, volunteers, and community partners.

● Sensitive to power and privilege dynamics with regard to race, class, gender, sexuality,

ability, age and more.

● Ability to work under pressure and adapt to changing priorities in a dynamic community

setting.

Technical/Operational

● Comfortable using office equipment (multifunction printers, phones, AV equipment).

● Basic understanding of data privacy and record-keeping best practices.

● Availability to work occasional evenings or weekends for events, with occasional flexible

scheduling.

Preferred Qualifications

● Experience in Jewish community organizations or familiarity with Jewish services,

holidays, and practices.

● Experience coordinating volunteers and events in a nonprofit context.

Performance Expectations

● Demonstrates reliability and punctuality; meets deadlines and maintains high-quality

administrative outputs.

● Maintains confidentiality and demonstrates integrity in handling sensitive information.

● Contributes to a welcoming, organized, and efficient office environment.

● Proactively identifies process improvements and communicates effectively with

leadership.

SALARY AND BENEFITS

● Salary: $45,000-$55,000 annually, commensurate with experience

● Benefits: Health insurance package, paid time off, sick leave, optional vision and dental

coverage

● Professional development: Opportunities for training and growth within the organization.

TO APPLY

● Please submit: resume, a cover letter outlining your fit for Kolot and your relevant

experience, and two professional references.

● Submission method: Email HaraConnell@kolotchayeinu.org

● Application deadline: Rolling

● Start date: As soon as possible

Important Notes

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● This job description is a general overview of responsibilities and qualifications and is not

intended to be an exhaustive list. Duties may be added, removed, or modified to meet

organizational needs.

● As an Equal Opportunity Employer, Kolot Chayeinu is committed to prioritizing diversity

and inclusion in its employment practices. Sephardic and Mizrahi Jews, people of color,

women, people with disabilities, immigrants, LGBTQ+ people, and people who live or

have lived in poverty are strongly encouraged to apply. Must have proper legal

documentation to work in the US.

● This position is open to Kolot Members