Executive Assistant to Clergy

Congregation BJBE | Deerfield, IL, United States

Posted Date 5/13/2022

Congregation BJBE, a vibrant and innovative Reform congregation in Deerfield, Illinois, is excited to welcome an experienced Executive Assistant to our team! If you are kind, collaborative, know what it means to really show up, and want to work in a beautiful environment, we encourage you to apply. This role will primarily support the clergy team, work with lay leaders, and partner with a committed staff to deliver meaningful experiences to our community. The ability to maintain a realistic balance among multiple priorities is imperative. As the Executive Assistant you must be able to work well under pressure, handle a wide variety of activities and confidential matters with discretion, and be committed to our vision, operations, and programming. The ideal candidate will be highly self-motivated, meticulous, and compassionate. All candidates must submit a cover letter to be considered.

• Oversee four clergy calendars, initiate meetings, arrange travel, and prioritize inquiries and requests, efficiently and accurately
• Draft letters and documents
• Acts as gatekeeper for clergy, while fostering warm relationships with an active and engaged community
• Maintains a confidential pastoral list and can effectively communicate with clergy when extremely time-sensitive situations arise
• Handles logistics and coordination of lifecycle events
• Prepares clergy for all Shabbat/weekend events and programs
• Maintains an appropriate workflow to ensure that all time-sensitive projects are completed and that deadlines are communicated to the team
• Partner with the Director of Operations to ensure smooth implementation of clergy’s classes, meetings, and/or events (reserve rooms, arrange tech support, etc.)
• Shares responsibility, along with the Director of Operations, for the preparation/logistics of large synagogue functions, including High Holy Days services, and other major events and programs where clergy will be present
• Ready to reprioritize at a moment’s notice, when there is an emergency or issue that needs your full attention
• Supports overall engagement efforts including participation in program planning and implementation which may occur on some evenings and weekends
• Provides technical support for congregational and lifecycle events on digital platforms (Zoom, Facebook Live)
• Supports BJBE administration, answering phones and in-person questions from congregants as needed

Essential Skills and Experience:

• Proactive self-starter who is flexible, organized and extremely adept at multi-tasking while working in a fast-paced, constantly evolving work environment
• Highly emotionally intelligent; must intuitively understand professional boundaries, discretion, and confidentiality
• Ability to implement and oversee systems with meticulous attention to detail; ability to work independently; resourceful and takes initiative even when given minimal direction
• Brings ingenuity, flexibility, warmth, grace under pressure, and exceptional interpersonal skills; able to effectively interface with clergy, staff, leadership, congregants, and the broader community
• Detail-orientated with excellent organizational and time management skills, as well as an instinct for troubleshooting and problem-solving
• Expert level proficiency in Microsoft Office (Word, Excel, Outlook) and experience with data management software such as ShulCloud or a similar CRM system preferred; must be computer savvy and possess the ability to learn new programs quickly
• Attention to detail
• Excellent written and verbal skills
• Available if needed off-hours for pastoral clergy scheduling
• Ensures the integrity of the BJBE calendar relating to all programs and events, in coordination with other staff

Salary: Commensurate with experience, includes benefits
Bachelor’s Degree and 3+ years executive administrative experience preferred

Full Time
Assistant | Executive Assistant
Organization Type
Retirement Plans | Dental | FSA | Leave Early for Shabbat | Life Insurance | Medical Insurance | Paid Holidays | Paid Vacation | Sick Days
Job Location

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