Executive Assistant

Congregation BJBE | Deerfield, IL, United States

Posted Date 5/13/2022

Congregation BJBE, a vibrant and innovative Reform synagogue 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. In this role, you will support the Executive Director and Director of Operations, work with lay leaders, and partner with a committed team 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.
• Provide timely and accurate administrative support to the Executive Director and Director of Operations including: calendar management, prioritizing inquiries and requests, troubleshooting conflicts with little guidance, drafting letters and documents, collecting and analyzing information, initiating meetings, and making recommendations to ensure smooth day-to-day operations
• Acts as administrative point person to the Board of Trustees, communicating directly with lay leadership on behalf of the Executive Director
• Works closely with the Director of Operations to proactively support our expansive facility, taking great care to preserve the integrity of the building
• Organizes and implements program activities involving volunteers and other committee members
• Maintains an appropriate workflow to ensure that all time-sensitive projects are completed and that deadlines are communicated to the team
• Oversees, along with the Director of Operations, the logistics of large synagogue functions, including High Holy Days services, annual Gala fundraiser, and other major events and programs

• Manage the timely acknowledgement of gifts and assure that all types of donations are properly recognized
• Prepare accurate research on prospects and assemble materials for cultivation and solicitation visits
• Ensure data integrity through accurate data entry and ongoing stewardship efforts
• Coordinate the production and distribution of recurring appeals and stewardship materials
• Assist with the writing and editing of appeals, acknowledgements, donor news, reports, and proposals
• Collaborate with various departments to plan special events
• Communicate with donors in person, on the phone, and by email

• Oversees and maximizes effectiveness of the CRM system; implements administrative best practices that ensure accuracy and consistency of data and ease of use for congregants and staff
• 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
• Ensures the integrity of the BJBE calendar relating to all programs and events, in coordination with other staff
• 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
• Excellent written and verbal skills
• Experience with social media platforms and emerging sites/apps

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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