Administrative Coordinator

Full-Time | Valley Village, CA

About Our Community

We are a vibrant and inclusive Jewish congregation in Los Angeles dedicated to nurturing meaningful Jewish life, authentic relationships, and a strong sense of belonging. Our multigenerational community comes together to celebrate Shabbat and holidays, care for one another in times of joy and challenge, and actively engage in Jewish learning, culture, and communal life.

We are seeking a thoughtful and organized Administrative & Events Coordinator. The Administrative & Events Coordinator provides administrative and operational support to ensure the smooth day-to-day functioning of the organization and serves as a primary point of contact for office communications, scheduling, and coordination. This position supports clergy, oversees key administrative programs including B’nei Mitzvah coordination and memorial recognition systems, and acts as a liaison between TBH staff, leadership, auxiliaries, and vendors. The role also maintains important records, coordinates mailings and facility-related documentation, and assists with general office operations. 

This position works closely with clergy, professional staff, and lay leadership and reports to the Senior Rabbi.

Position Summary

The Administrative & Events Coordinator serves as a key point of contact for the organization and provides administrative, operational, and program support to ensure the smooth day-to-day functioning of the office and congregation. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a collaborative environment.

Essential Duties & Responsibilities

Executive Support & Calendar Management

• Manage complex calendars and strategic scheduling for the Senior Rabbi and Cantor, including appointments, counseling sessions, committee meetings, lifecycle events, and offsite engagements.
• Serve as the primary point of contact for clergy communications by screening calls, responding to inquiries, and drafting correspondence including donation acknowledgments, appointment confirmations, reminders, and general communications.
• Provide ongoing administrative support to clergy,

Congregational Administration & Office Operations

• Serve as the primary point of contact for incoming calls to the main office, directing inquiries and assisting congregants, visitors, and community members.
• Coordinate, prepare, and distribute incoming and outgoing mail, including overseeing organizational mailings and communications.
• Reviews TBH communications, including weekly eblast. 
• Maintain office calendars and manage room reservations and scheduling for meetings, programs, and events.
• Facilitate communication and coordination between TBH and affiliated auxiliaries, scout troops, board leadership, vendors, and community partners.
• Maintain records required for donor recognition and acknowledgments.
• Manage the Yahrzeit notification system and maintain related records.
• Oversee the ordering and tracking of memorial plaques and simcha leaves.
• Perform occasional errands and procurement tasks on behalf of TBH, including shopping, mailing, and obtaining office or program supplies.

Lifecycle & Pastoral Support

• Coordinate scheduling, logistics, and administrative preparation for weddings, baby namings, funerals, B’nei Mitzvah ceremonies, and other lifecycle events.
• Schedule meetings with families and ensure all necessary ritual items, certificates, files, and event materials are properly prepared and maintained.
• Oversee the administrative coordination of the B’nei Mitzvah program, including scheduling clergy appointments, maintaining contracts and records, and coordinating with the accounting department to ensure timely payments.
• Maintain strict confidentiality while assisting congregants experiencing illness, grief, crisis, or other sensitive pastoral situations.
• Assist in managing pastoral care communications, including pastoral notifications and related care lists.

Facilities & Operational Coordination

• Serve as liaison to the maintenance team and vendors, maintaining records related to facility operations, inspections, fire drills, safety procedures, and compliance requirements.
• Coordinate logistical support for programs, meetings, worship services, and special events.

Event Coordination

• Promote and market Temple Beth Hillel as a premier venue for b’nei mitzvah celebrations, weddings, and other private events.
• Serve as the primary liaison for b’nei mitzvah and wedding families, assisting with event planning and logistics, coordinating vendors, collecting certificates of insurance, and managing rental deliveries, arrivals, and pickups.
• Provide on-site support for b’nei mitzvah celebrations whenever possible to help ensure events run smoothly and families have a positive experience.

Qualifications

• Previous administrative or executive support experience preferred, ideally in a nonprofit, religious, educational, or community-based environment.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with standard office software including Microsoft Office, Google Workspace, and Zoom; familiarity with ShulCloud is a plus.
• Familiarity with Jewish ritual, Hebrew terminology, and the Jewish calendar (or a willingness to learn).
• Ability to maintain confidentiality and exercise professionalism.
• Strong attention to detail and follow-through.
• Ability to work collaboratively with clergy, staff, volunteers, and congregants.

Physical Requirements

• Ability to sit, stand, and use standard office equipment for extended periods.
• Ability to lift and carry office supplies and materials as needed.
• Ability to travel locally to perform occasional errands on behalf of TBH.

Compensation

Salary range is $24-28/hour, depending upon experience plus flat fee for event coordination. Package includes employer-paid, platinum level health, dental, and life insurance, paid vacation, sick, and holidays. FSA, long & short term disability, long term care insurance, vision, 403(b), and other benefits available.

TO APPLY: Send cover letter and resume to [email protected]