Position Summary

The Vilna Shul is a vibrant and financially healthy organization with a 4 Star Charity Navigator rating. The Executive Assistant plays a vital role in supporting the Executive Director. As a key member of the executive leadership office, this individual must demonstrate professionalism, discretion, proactive organizational skills, and excellent project management. This manager level position provides comprehensive support to the Executive Director, manages complex scheduling, and monitors and tracks the progress of essential leadership projects across the organization, acts as a liaison between the Executive Director and various key individuals, and helps to ensure the smooth day-to-day operations of the organization.

This role involves successful planning, executing, and delivering special administrative and executive office projects, often requiring collaboration with various internal and external stakeholders.

Reporting to and working closely with the Executive Director, the Executive Assistant will have important responsibilities in carrying out the goals of the organization.

Salary: $65,000 – $75,000, commensurate with experience

Benefits: Competitive benefits package

Start date: Negotiable, September 2025 preferred

Key Responsibilities

• Administrative Support: Handle office management duties, organize reports and documents, and maintain records.
• Scheduling and Calendar Management: Manage the Executive Director’s calendar, schedule meetings and appointments, and coordinate various operational flows.
• Project and Resource Management: Manage and monitor project plans, timelines, and budgets for a range of institutional priorities and special projects in an organized manner from onset to completion.
• Communication and Correspondence: Maintain clear and effective communication with staff and stakeholders. Manage the executive’s communication flow, including drafting emails, preparing memos, etc.
• Collaboration and Team Management: Work effectively with internal and external teams to achieve project goals.
• Staffing Events: Staff 2-4 programs monthly, including High Holiday programming. Must be willing to work nights and weekends.

Skills and Qualifications

• Excellent interpersonal and written communication skills to interact with stakeholders.
• Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Ability to manage work plans, track outputs, and maintain accurate data systems.
• Understanding of organizational budgets and financial oversight is preferred.
• Ability to analyze data, identify problems, and develop solutions.
• Experience researching, analyzing and or writing grants is preferred.
• Exercises ethical standards, integrity, & sound judgement in handling confidential matters.
• Approaches challenges with optimism, adaptability and a collaborative spirit.
• Demonstrates alignment with the values and mission of The Vilna Shul.
• Experience with Microsoft Office (Word, Excel, PowerPoint), Google Suite, Monday.com, HubSpot, and other relevant software.
• Understanding of the Jewish and or arts and culture sector is preferred.
• Minimum of 5 years of relevant experience in office administration, calendar management, and project management in small to mid-size organizations.

Apply Now

To apply, please submit a cover letter and resume in one pdf using the apply button on this page or at https://vilnashul.org/about/careers. No phone calls please. If you are having trouble uploading, please email info@vilnashul.org.

Applications will close on July 27, 2025. Applicants will be interviewed on a rolling basis. We thank you for your interest in career opportunities at The Vilna.

About Us

The Vilna Shul, Boston’s Center for Jewish Culture is a cultural center in a historic synagogue building in downtown Boston. Our mission is to spark excitement and curiosity about Jewish arts and culture and our American immigrant story through vibrant and meaningful experiences. Our vision is to be a place where arts, culture, tradition and ideas power personal connections, community and the pursuit of a more inclusive society. In 2025, The Vilna merged with the Jewish Arts Collaborative, rapidly expanding our Jewish arts and culture offerings.

The Vilna Shul provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Vilna Shul complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.