Executive Assistant This individual provides administrative support and assistance to the clergy. This individual handles confidential and sensitive information on a regular basis. The Executive Assistant to the Clergy works closely with all staff, lay leaders and volunteers
Job Duties: Provide office support services to ensure efficiency and effectiveness within the clergy suite - Prepares and edits correspondence, communications, presentations, and other documents
- Files and retrieves documents and reference materials
- Composes and prepares for signature all correspondences from clergy, including birthdays, anniversaries, etc.
- Coordinates clergy meetings, sends out notices and logistical arrangements
Works with the clergy on management of lifecycle events and pastoral needs - Maintenance of database that tracks congregants’ pastoral needs
- Works with Rabbis and Cantor on funeral and shiva coordination; serves as first contact for scheduling, etc.
- Communicates with congregational families to finalize needs for baby namings and britot milah
- Coordinates Rabbis’ schedules for conversion students
- Provides information to appropriate staff for these services/events
- Works with B’nai Mitzvah Coordinator to coordinate/schedule clergy’s meetings with B’nai Mitzvah students
- Coordinates clergy’s schedule for officiating at weddings
- Schedules weddings and pre-nuptial counseling appointments with the clergy
Monitors, responds to, and distributes incoming communications for the clergy - Answers and manages incoming calls
- Receives and interacts with incoming members/guests
- Interacts with external contacts
Provides direct support for members of the clergy team’s congregational and community activities - Prepares and packs materials for Shabbaton, musical programs and other programs as directed
- Assists senior Rabbi in the preparation of the working and final confirmation service booklets
- Responsible for the purchase, distribution and inventory of B’nai Mitzvah, confirmation, conversion, etc.
- Assists clergy in the preparation and execution of their community activities
Provides direct support for Educational/Musical Programs coordinated through the clergy office - Perform logistical support for educational and musical programs, including, but not limited to ordering materials, publicity, coordinating guest speaker/performer schedule, taking RSVPs and managing class roster and attendance
- Perform logistical support for special events, including, but not limited to coordinating travel schedule of guests, reserving space, helping find locations for events, publicity, ordering any requisite books/supplies/refreshments, taking RSVPs, submitting check requests for honoraria or for travel expenses incurred by speakers to be reimbursed by the synagogue
- Maintain copies of clergy’s teaching materials for all classes
- Assists in organizing music files (both digital and paper)
- Supports Music Director and volunteer choir
- Maintain class rosters and provide updated rosters to clergy/instructor
Provide personal support to the clergy - Manages and maintains clergy’s calendar, schedules, appointments, and travel arrangements
- Arranges and coordinates meetings and events of the clergy
- Keeps track of clergy’s discretionary fund and makes disbursements when directed
- Assembles and collects data for weekly Shabbat services including special blessings, service information, etc.
- Assist with travel arrangements and personal tasks as necessary
General office staff clerical/support - Maintaining software including Calendly, Live Control, Notebird, etc.
- Assist with clerical tasks for mailings and programs
- Open and sort clergy’s mail.
- Assist with TJ projects as needed
Attends weekly staff meetings; attends services and events as needed
Requirements: - At least five years of successful experience in administrative and clerical support
- Knowledge of or willingness to learn 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 proof-reading
- Ability to see the big picture
- Proven track record of working well with others
- Ability to understand the importance of confidentiality
- Ability to set priorities, work independently, follow through on programs and projects, and adapt to change
- Ability to accommodate the need to attend meetings and congregational functions during the evenings/weekends
- Proficiency in using Microsoft Office applications including Microsoft Word, Teams, Excel, and Outlook.
Willingness to learn synagogue database management systems. Knowledge of ShulCloud a plus. 25.00-27.00/hr
Temporary to Hire
Benefits when permanent are: 403b match, medical/dental (TJ covers 90% of premiums), LTD, paid vacation/sick time and holidays
830am-5pm
Northfield, IL
Please send resumes to imarquez@elitestaffinginc.com
All employees of Elite Staffing must be 18 years or older and authorized to work in the United States.
Elite Staffing, Inc. is proud to be an equal opportunity employer. Our policy of equal employment opportunity is to recruit, hire, train and promote persons without regard to race, color, religion, national origin, sex, age, disability, handicap or any other protected status.CB3
