Executive Assistant to the Clergy
Congregation Shir Ha-Ma'alot
Reports To: Senior Rabbi and Cantor
Status: Full-Time, Hourly, Non-Exempt
Location: Congregation Shir Ha-Ma’alot, Irvine CA
Job Summary
The Executive Assistant (EA) to the Clergy serves as the central nervous system of the Clergy Office, providing high-level administrative, logistical, and pastoral support to the Senior Rabbi and Cantor. This role is the primary liaison between the clergy and the congregation, requiring a unique blend of "gatekeeper" diplomacy, time and project management, strong organizational skills to manage both calendars for the clergy, and deep empathy. The EA ensures that the clergy are prepared for every Shabbat, lifecycle event, and holiday, while managing the complex administrative workflows that allow the clergy to focus on spiritual leadership.
Essential Duties & Responsibilities
- Executive Support & Calendar Management - Strategic Scheduling: Manage complex calendars and strategic scheduling for the Senior Rabbi and Cantor, prioritizing appointments, counseling appointments, and committee meetings (on and offsite). Communication & Gatekeeping: Act as the primary point of contact for the clergy; screen calls, manage dedicated clergy inboxes, and draft correspondence (donation thank-yous, appointment, meeting, and event reminders and general inquiries). Travel & Engagements: Coordinate travel and logistics for speaking engagements, conferences, and congregational trips.
- Shabbat & Holiday Coordination - Shabbat Preparation: Collaborate with the Cantor to produce the weekly Order of Service (cue sheets); prepare comprehensive service folders accordingly for Holidays, Musical Shabbat services, Special Events, and the High Holy Days. Holiday Logistics: Proactively scheduling rehearsals, assisting the Office Manager in coordinating High Holy Day honors, and serving as the administrative point person for the musicians.
- Lifecycle & Pastoral Support - Lifecycle Management: Coordinate the appointments and logistics for weddings, baby namings, funerals, and B’nai Mitzvah ceremonies. Schedule meetings with families and ensure all ritual items, files, and certificates are prepared. Pastoral Sensitivity: Maintain the utmost confidentiality while assisting congregants in moments of crisis or grief; help manage Pastoral Reach notifications and pastoral care lists. Music & Program Support: Serve as a liaison to the Music Department; oversee contracts for guest musicians and logistics for choir rehearsals and musical events (e.g., Concerts or Artist-in-Residence programs).
Core Competencies
Emotional Intelligence: Ability to interact with congregants with warmth, patience, and professional boundaries.
Anticipatory Logic: A "can-do" attitude with the ability to foresee clergy needs before they arise.
Operational Excellence: Strong attention to detail and the ability to manage multiple high-priority projects simultaneously.
Grace Under Pressure: Ability to remain calm and solution-oriented during fast-paced holiday seasons or emergency pastoral situations.
Strategic Planning: Ability to guide both clergy in working the most efficiently to maximize their time with the congregational members.
Qualifications & Skills
Experience: Minimum 5 years of administrative experience, preferably supporting C-suite executives or clergy.
Education: Bachelor’s degree required.
Technical Proficiency: Advanced knowledge of Microsoft Office 365, Zoom, Google Workspace, and Shulcloud (or similar CRM/member database).
Jewish Literacy: Familiarity with Jewish ritual, Hebrew terminology, and the Jewish calendar or a willingness to learn.
Availability: Must be able to work during the High Holy Days and occasional evenings/weekends for special services or events as needed.
Compensation
Salary Range: $70,000 - $75,000 (Commensurate with experience).
Benefits outline below:
10 days of paid time off and 6 days of paid sick leave
A $4,000 contribution to the Temple group medical plan
A $50,000 life insurance policy
Free Temple Membership (if desired and Jewish)
Flexible Spending Account (after 3 months of successful employment)