Executive Assistant and Office Manager

Reports To: Executive Director, with regular support to the Rabbi and Cantor

Status: Full-time, Exempt

Location: Kol Ami Synagogue, Tucson, AZ

About Kol Ami

Kol Ami is the largest Reform congregation in Southern Arizona, proudly providing spiritual, educational, social, and cultural programs to more than 620 families. As a cornerstone of Jewish life in our region, Kol Ami offers a lively, forward-thinking environment where community engagement and meaningful relationships are at the heart of what we do.

The Opportunity

We're looking for a detail-oriented, empathetic person who can juggle multiple tasks and projects with ease, while being highly efficient at supporting the day-to-day needs of the Executive Director and Clergy Team. This role provides diversified, confidential administrative support to the Executive Director and the Clergy Team, along with office and front-desk operations, while serving as the first welcoming voice and face for our congregation. Familiarity with Jewish tradition, the Jewish calendar, and synagogue life is a strong plus.

Key Responsibilities

Executive & Board Support

• Provide direct, confidential administrative support to the Executive Director
• Arrange appointments and meetings; coordinate agenda materials and calendar for the Executive Director, including donor calls and lunch meetings
• Collect and prepare information for Board, staff, and member meetings, including drafting minutes and finished board packs
• Make travel arrangements as needed for the Executive Director
• Draft, proofread, and format correspondence and other materials
• Handle confidential and sensitive information with maturity, discretion, and professionalism

Clergy Support

• Coordinate clergy schedules and correspondence in partnership with the Rabbi and Cantor
• Serve as a warm, respectful first point of contact for congregants seeking clergy, using good judgment about what needs immediate attention
• Prepare Friday night (Shabbat) PowerPoint slides or lists as needed; training provided
• Coordinate life-cycle event notices and logistics — births, weddings, and deaths — in partnership with clergy
• Print documents and materials for clergy as needed
• Make clergy aware when a phone call or email indicates pastoral support is needed

Office & Front Desk

• Answer phones and assist people who come to the office; direct calls and inquiries appropriately
• Maintain files, records, and day-to-day office organization
• Manage office supplies, mail, and vendor coordination
• Provide light administrative assistance to other Kol Ami senior staff as needed, such as ordering stationery or supplies
• Monitor and manage the main Kol Ami inbox and phone line, directing member inquiries to the appropriate department
• Assist congregants, including elderly members, with event registration in the office or by phone
• Assist with High Holy Day logistics and other seasonal work
• Work occasional evenings — typically two to three days a month — and during High Holy Days or other religious festivals; this is infrequent and not a regular part of the schedule

Qualifications

• Upholds Kol Ami's values — respect, integrity, partnership, adaptability, curiosity, and relationship-building — in all interactions with staff and the community
• Friendly, warm, and relational by nature — builds genuine rapport with congregants, staff, and clergy, and makes people feel heard and valued
• 3+ years of experience as an executive assistant, office manager, or similar administrative role
• Familiarity with Jewish holidays, customs, and synagogue life (preferred)
• Exceptional oral and written communication skills; able to relate effectively with clergy, staff, lay leadership, volunteers, and congregants
• Strong organizational skills; able to manage and prioritize multiple ongoing tasks and projects and follow through on short- and long-term responsibilities
• Sound judgment and discretion handling confidential and sensitive matters with maturity and diplomacy
• Self-starter who thrives independently and as part of a team
• Proficiency with Microsoft Office, including PowerPoint (required)
• Nice to have: comfort with AI tools (including Claude), ShulCloud, Monday.com or a similar CRM, project management platforms, and social media platforms
• Undergraduate degree or equivalent professional experience