Executive Assistant to Senior Staff

Description:
The Executive Assistant to Senior Staff provides administrative support to the Clergy (Rabbi and Cantorial Soloist) and Executive Director of the congregation and completes tasks related to the day-to-day operations as well as short-term use of the facility. The Executive Assistant to Senior Staff maintains a proactive role as a welcoming, service-oriented team member for the Senior Staff, other Temple staff, members, and guests. The position reports to the Clergy for religious-related activities and to the Executive Director for facility-related responsibilities. The Executive Director is the position’s primary supervisor.

Areas of Responsibility:

1. Administrative Functions:

• Provide direct clerical support (database management, records, organizing files, and data entry) for the Senior Staff.
• Schedule appointments at the direction of the Senior Staff.
• Attend weekly supervision and all staff meetings.
• Schedule B’nai Mitzvah tutoring, training, and speech appointments; notify Clergy and families of changes.
• Coordinate and implement Jewish holiday celebrations. For example; High Holy Days, Shabbat, Tot Shabbat, Purim, Passover, and Sukkot.
• Maintain records and documents pertaining to life-cycle events, in a timely manner, including but not limited to birth dates, death dates, marriage licenses and naming certificates.
• Monitor and update Senior Staff calendars at their direction.
• Serve as primary support staff for all aspects of the Caring Community.
• Update and monitor input of information in the Pastoral Reach database.
• Coordinate and update weekend and holiday answering service.
• Where needed, support efforts to develop marketing and promotional materials using Canva or related software, in accordance with the TAS Style Guide.

2. Facility Coordinator Functions:

• Implement room planning and coordinate with facilities staff to set up all facility programs at TAS (which includes but is not limited to: Shabbat, Religious School, B'nai Mitzvah Services, High Holy Days, and Adult Education).
• Serve as backup point of contact for vendors and contractors in the absence of the Executive Director.
• Oversee office supply inventory and purchasing in coordination with the Bookkeeper.
• Assist the Executive Director with safety compliance, emergency preparedness, and general facility items needing to be repaired.

3. Additional Office Support

• Perform office and administrative functions, including developing and maintaining databases and implementing automated functions to streamline daily office work, answering phones, taking messages, monitoring main gate entry approval, and greeting visitors to the Temple office, as needed.
• Prepare and send recent death notifications.
• Process, complete, email and mail weekly yahrzeit automated notifications letters through the Temple’s information management database system, EasyShul.
• Process all yahrzeit responses, completing donation information and using EasyShul to send out required automated correspondence.
• Track, prepare and electronically submit all information for the annual Book of Memory.
• Provide administrative support for the Senior Staff and other TAS staff, as needed.

Work Environment and Hours

The is an in-person position. This is a non-exempt position, with a maximum of 40 hours per week. The staff member is paid for all hours worked, including hours in excess of 40 hours per week. The staff member needs to obtain pre-approval from supervisor, if there is an expectation of working more than eight (8) hours in a day and/or 40 hours per week. Because this is a non-exempt position, this role will be required to use the Temple’s on-line timekeeping system.

Minimum Qualifications:

• BA/BS in communications, management, or other related field is preferred.
• Minimum of two (2) years of experience managing work in an office or synagogue environment, or a related role.
• A warm, friendly, and approachable demeanor.
• Excellent interpersonal, communication, and organizational skills.
• Discretion, professionalism, and sensitivity to confidential matters.
• Comfort working in a Jewish setting (familiarity with synagogue life and Jewish holidays helpful).
• Strong working proficiency and comfort with computer programs and cloud-based systems such as but not limited to Microsoft Office, Google Workspace, and CRM/CMY systems (experience with EasyShul and/or ShulCloud a plus).
• Demonstrated capacity for creative thinking and strong organizational skills