Administrative Assistant

Overview:
The Administrative Assistant plays a key role in ensuring smooth day-to-day operations of the synagogue office and providing direct administrative support to the clergy. This individual must be organized, personable and capable of managing sensitive information with discretion while juggling multiple priorities.

Key Responsibilities

Front Office & Member Relations

• Warmly greet guests, members and visitors, creating a welcoming environment
• Serve as Temple Beth Emet’s liaison for members, promptly responding to inquiries or directing communication to the appropriate staff
• Answer phones with professionalism, handle messages and coordinate follow-ups with the Rabbi or other team members
• Collaborate with front office and all synagogue staff in continuing excellence at all times

Clergy Support

• Draft and edit correspondence (letters, emails, thank-you notes) on behalf of the Clergy with a high level of writing proficiency and attention to detail
• Assist in preparing weekly service materials, sermon handouts or holiday communications as needed
• Organize and maintain files for life cycle events (weddings, funerals, bar/bat mitzvahs, etc.)
• Maintain accurate and up-to-date bar/bat mitzvah schedule
• Coordinate logistics for Rabbi’s events and programs, including room setup, invitations and communications

Office & Administrative Tasks

• Maintain master calendars, room reservations and synagogue schedules
• Help with email newsletters
• Compile and edit the monthly bulletin and solicit and coordinate advertising
• Maintain and update the synagogue database and member records
• Manage security schedule and communicate with security firms for scheduling
• Oversee office supplies inventory and purchasing
• Help process payments and invoices with discretion
• Assist with donations, acknowledgments and related communications
• Assist marketing and social media initiatives, including drafting posts
• Assist with all actions necessary to help Temple Beth Emet function smoothly

General Skills & Expectations

• Exercise discretion with confidential information and sensitive matters
• Work as an integral part of the front office support staff as a team player
• Take initiative, solve problems proactively and complete tasks with urgency and accuracy
• Be flexible and able to work occasional evenings or weekends during special events, holidays or school breaks
• Proficient in Microsoft Office (Word, Excel, Publisher, Access) and willing to learn synagogue-specific software
• Knowledge of Judaism is preferred; Hebrew or Spanish is a plus but not required
• Social media, marketing or design experience is a plus