Executive Office Assistant

Executive Office Assistant

The Hebrew Educational Alliance, a synagogue community dedicated to the belief that Jewish tradition has the power to infuse our lives with meaning and purpose, is seeking an Executive Assistant to manage and administer the office functions. Though we are one of the largest Jewish congregations in the region, we pride ourselves on our small congregation warmth. Our congregation is vibrant, active, eager to learn, and truly represents Jewish life in Denver.

Location:  3600 S. Ivanhoe St. Denver, CO 80237

Web site: https://www.headenver.org/

Position Summary
The Executive Assistant reports to the CEO and provides primary support to our Clergy. This position requires an individual to be a strong multitasker and independent problem solver, have excellent communication and project management skills, work both independently and under supervision and be extremely organized. The person in this position will be expected to execute and initiate routine tasks, engage with staff, congregants, Board Members, and the general public on a regular basis, and serve as a gatekeeper for the clergy and administration offices. It is essential that the professional who occupies this role appreciate discretion and practice excellent judgment, as they are a front-line representative of the congregation.

Position Duties and Responsibilities

• Manage and maintain executive schedules, making appointments, coordinating group meetings, overseeing ShulCloud (CRM) follow-up, and making changes to appointments.
• Answering the central office phones and directing calls to the appropriate person/department or taking messages.
• Offer Board of Director support including scheduling and assisting on Board meeting preparation.
• Creating a system, in conjunction with the leadership team, to prioritize calls, meetings, and travel requests.

• Greeting visitors and determining access to appropriate people.
• Overseeing administrative policies within the organization and within the office.
• Performs a broad range of administrative details that may be highly confidential and includes correspondence and a high level of initiative-taking management and follow-up.
• Assist with centrally managed office supply ordering system for all synagogue departments.
• Provides backup assistance to other administrative staff.
• Manages large congregational mailings and the drafting and sending of appreciation notes and other member correspondence sent throughout the year.
• Works in concert with Staff Accountant on receipt of checks and cash and recording same.
• Maintaining a shared database receptacle to retain all historical documents.
• Perform other such duties as assigned to ensure efficient office functionality.

Data and Statistical Analysis, Marketing, and Demographic Reporting

• Create membership and development reports for staff, executives and board of directors using template models in CRM.
• Use ShulCloud to extract an array of variables and combinations from over 725-member family records. Export these to Microsoft Excel for easy sorting and further analysis, creating customized reports used for marketing, customer service, and financial forecasting.
• Manage ShulCloud to produce analyses of tables and charts using Microsoft Excel.
• Create fundraising reports: revenue, attendance, and data unique to the project to determine the efficacy and result of fundraising projects.
• Develop age, demographic, and geographic growth trend reports and projections for strategic planning.
• Develop and present targeted reports for marketing and communication.

Large Project Management

• Purim -Misloach Manot (Gift Bag) Fundraiser – Set up campaign in ShulCloud for fundraising. Map and create geographic delivery areas for approximately 725 member families. Coordinate the delivery with about 70 volunteer drivers.
• Yizkor (Memorial) Book – Maintain the database throughout the year. Manage letter delivery, collection, and name entry for Yizkor book. Oversee printing and distribution.
• High Holidays – Manage ticketing, seating and help in organizing the volunteers and ensuring smooth flow of these days through participation on staff support team.
• High Holidays – Coordinate PLUS member gifts and delivery to approximately 90 member families.
• B’Nai Mitzvah – assist clergy by orchestrating member intake and coordinating meetings with families over the 2-year preparation process. Serve as primary point of contact with families and filter information to the proper internal person/department.

Position Qualifications:

• High school diploma or equivalent required, bachelor's degree or certificate in executive administration preferred
• At least five years of administrative support, preferred.
• Experience providing senior level support, preferred.
• Proficiency in Microsoft Office Suite is required and basic knowledge of Microsoft 365, including mail merge systems.
• Knowledge of ShulCloud is preferred.
• Experience with a Customer Relationship Management (CRM) system required.
• Event planning experience is desirable.
• Work experience in a synagogue or Jewish organization and knowledge of Jewish rituals, practices, and customs desirable.
• Understanding that around Jewish holidays, flexible hours may be required.
• Must be organized, accurate, thorough, meticulous, and an excellent analytical person.
• Excellent customer service skills and communication skills are required.
• Ability to interact effectively and positively with all types of personalities with a smile.

Work Hours and Benefits

• Standard work hours are Monday 8:30-4:30, Friday 8:30-3:00.
• Periodically, all staff are requested to support weekend or evening events due to the varying Jewish holiday calendar.
• This is a full-time position. Benefits include: the opportunity to participate in the congregation’s health insurance, dental and vision plans. Paid vacation and PTO. Ability to contribute to the 401k plan.
• Office culture is professional, friendly, supportive, and collaborative.
• Compensation is in line with experience and qualifications with an anticipated range between $45,000 and $65,000 annually.

How to apply

To apply, submit a resume and cover letter to [email protected] by August 22, 2025. Please reference Executive Assistant in your subject line.