Congregation Beth El, a large Conservative synagogue in the vibrant Jewish community of Southern New Jersey, is seeking a talented Executive Assistant to support the Executive Director and Engagement Director with the front office and membership operations. The right candidate will possess excellent customer service experience, is highly organized, has clear, professional communication skills, maintains confidentiality and has a professional demeanor.
Primary responsibilities of this position includes support for the Executive Director, Engagement Director and oversight of front office operations. It may also include support for other needs of the synagogue where administrative help is needed. This role provides essential administrative, logistical and creative support. Typical weekly hours are from 9am to 5pm, Monday through Friday, but may change based on needs and scheduling. During the year when Shabbat starts at an earlier time, leaving earlier on a Friday is an option as well. Attendance may also be required for holiday programming and administrative supervision.
Front Office Support
o Phones – Answer, direct and assist with phone calls
o Mail – assist with opening/distribution of incoming mail. Run/prepare outgoing mail
o Scrip (gift cards) – fulfill and account for orders & payment by phone, online & mail
o General support to Administrative Assistant/Receptionist inclusive of front desk coverage and/or scheduling, as well as training supplemental front desk staff.
o Manage and order supplies for office, staff and/or events.
o Visitor/Vendor entry– manage, coordinate and/or schedule general non-Clergy visits
Administrative & Facility Support to Executive Director
o HVAC– set and adjust rooms/schedules as needed
o Vendors – Coordinate all facilities vendors for maintenance and building needs.
o Access Control – Oversee and account for access control via door software for staff, volunteers and vendors.
o Ordering commemorative plaques and bricks and maintaining records
o Creating new building signage as needed
o Assist with application of submission of security grant application, subsequent planning of projects and request for reimbursement
Membership & Engagement Support
o Assisting & coordinating with Engagement Director for meetings, committees, volunteers, fundraisers, events, flyers, mailings and/or signage.
High Holidays Coordinator
o Assign seating to approximately 2000 individuals
o Create and print ticketing for each attendee
o Coordinate, prepare and send mailings
o Assist with greeting and ticket assistance
o Prepare and distribute protocols for onsite staff & vendors during services
o Update & maintain High Holiday manual as needed