Administrative Assistant

Administrative Assistant

Job Description | January 2026

The part-time Administrative Assistant provides high-level administrative and operational support to the Rabbi, Executive Director, and senior staff, while serving as the primary point of contact for the congregation. This position plays a critical role in ensuring the smooth day-to-day functioning of the office, managing lifecycle and ritual communications, and facilitating effective coordination across clergy, staff, and lay leadership.

Key Responsibilities

Clergy & Ritual Support

• Manage the Rabbi’s calendar, schedule appointments, and provide project support as assigned.
• Process and coordinate communications related to deaths, illnesses, and lifecycle events, including the distribution of Constant Contact notifications.
• Maintain all Yahrzeit records and plaques; prepare and send required notifications, place plaque orders, and coordinate placement details with families.
• On a weekly basis:
• Distribute upcoming Yahrzeits to family members and the Worship & Practices Chair.
• Prepare Shabbat service notes, including Mi Shebeirach lists, recent losses, Yahrzeit listings, and Shabbat Schmoozer details.
• On a monthly basis:
•  Provide the Engagement Chair with upcoming birthdays and anniversaries.
• On an annual basis:
• Prepare Shabbat Schmoozer and B’nai Mitzvah Representative schedules and confirm participation weekly.
• Maintain accurate and up-to-date synagogue lifecycle records.
• Assist with the preparation and coordination of High Holiday materials and participant information.

Office Management & Staff Support

• Collaborate with the Executive Director, senior staff, Board of Trustees, and lay leaders to support organizational and administrative needs.
• Manage office equipment, supplies, inventory, and service requests; research and secure cost-effective purchasing options.
• Serve as the primary point of contact for phone, voicemail, and email inquiries.
• Track and manage RSVPs for programs and events.
• Maintain member and preschool family records in EasyShul, including data entry, updates, and quality control.
• Prepare and distribute data for the Temple Bulletin and coordinate mailings for members who request printed copies.
• Coordinate all congregational mailings.
• Provide administrative support for social, educational, and fundraising programs.
• Serve as a backup contact for Hillcrest Memorial Park as needed.

B’nai Mitzvah Coordination

• Assign annual B’nai Mitzvah dates and communicate scheduling details with families.
• Manage all administrative aspects of the B’nai Mitzvah process, including the collection of honor sheets and student materials.
• Order B’nai Mitzvah certificates through the Union for Reform Judaism (URJ).

Qualifications

• Associate’s or Bachelor’s degree preferred, or equivalent combination of education and administrative experience.
• Minimum of 2–4 years of administrative support experience, preferably in a nonprofit, religious, or community-based organization.
• Demonstrated experience managing calendars, records, and confidential information with accuracy and discretion.
• Proficiency with office technology and software, including Microsoft Office or Google Workspace, database systems, and email marketing platforms such as Constant Contact.
• Strong written and verbal communication skills, with the ability to communicate professionally with clergy, staff, lay leadership, congregants, and external partners.
• Experience coordinating events, programs, or lifecycle-related processes is a plus.
• Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced, community-oriented environment.
• Familiarity with Jewish lifecycle events, synagogue operations, or willingness to learn is strongly preferred.

Core Competencies

• Organizational Excellence: Exceptional attention to detail and ability to manage complex administrative processes, schedules, and records.
• Discretion & Confidentiality: Demonstrates sound judgment and sensitivity when handling personal, pastoral, and confidential information.
• Communication & Interpersonal Skills: Engages effectively and compassionately with diverse stakeholders; communicates clearly in writing and speech.
• Time Management & Prioritization: Effectively balances routine responsibilities with time-sensitive and high-priority tasks.
• Technology & Data Management: Comfortable working with databases, digital communications tools, and administrative systems; ensures data accuracy and integrity.
• Problem-Solving: Anticipates needs, identifies issues, and implements practical solutions with minimal supervision.
• Collaboration & Teamwork: Works cooperatively with clergy, staff, volunteers, and lay leaders to support shared goals.
• Service Orientation: Demonstrates a commitment to supporting congregants, families, and the mission of the organization with professionalism and care.
• Adaptability: Responds positively to changing priorities, seasonal workload fluctuations, and evolving organizational needs.

Terms of Employment

• Hours to include 20 hours per week, working 4-5 per week

Salary

• $23,000-$26,000 – Commensurate with experience

Temple Emanu El

Founded in 1947, Temple Emanu El is a Reform congregation serving 325 member units in the Jewish communities of Greater Cleveland, western Geauga, northwestern Portage, and northern Summit counties. The congregation provides worship services; a religious school with 80+ students with a faculty of 14; a full day/full year preschool with 70+ infants, toddlers, and preschoolers with a faculty of 18; and cultural, advocacy, and social events.https://teecleve.org; Facebook: Temple Emanu El - Orange Village, Ohio. Instagram: @TempleEmanuElCLE.

Interested parties may inquire or apply by email to [email protected] by submitting a cover letter and resume.