Working in collaboration with the Rabbi, the Executive Director coordinates and manages all administrative, financial, and operational activities for the Synagogue’s President and Board of Trustees. The Executive Director is responsible for the supervision of administrative staff of the Synagogue and provides oversight and guidance on projects as determined by the President and/or Board of Trustees. The Executive Director will serve as a resource to the Board of Trustees and provide suggestions for operational and financial improvement. The Executive Director interacts with and provides support to the Rabbi and Education Director in the fulfillment of their responsibilities. Additionally, the Executive Director will provide support to the lay leadership of the Synagogue as well as communicating with and handling requests of the congregation’s members.
a) Coordinate with the Treasurer and Finance Committee as to the management of the budget, including revenue and expenses, and review and approve all invoices for payment.
b) Manage the budget on both short and long-term basis. Complete monthly reviews and analysis and make necessary reforecasting adjustments.
c) Prepare the annual budget during the budget creation cycle of January – April; working with the Treasurer and Finance Committee.
d) Provide timely and accurate reports and monthly metrics on the health of the synagogue for review by the Treasurer and Board on a monthly basis.
e) Approve all expenditures prior to commitment, verifying availability of funds and timing.
f) Review short-term cash needs on a regular, consistent basis.
g) Implement dues policies and assessments. Monitor the billing and collection of dues with the assistance of the Bookkeeper and manage dues adjustments (private discussions).
h) Ensure the execution of Development/Fundraising and Capital Campaign activities to find internal and external sources of funding and serve as the manager of the High Holy Day Campaign.
a) Coordinate the use and maintenance of all Synagogue facilities (including Cemetery and parsonage), including but not limited to scheduling events, overseeing set-ups, providing adequate supervision for events and ensuring post-event cleanup.
b) Ensure the healthy, safe, and clean operation of all facilities through the establishment and review of all security, health and safety procedures.
c) Evaluate and recommend security measures to the Board in consultation with the Executive Committee to ensure the facility is safe and secure.
d) Supervise the custodial staff to ensure the maintenance of the property and grounds in a state of cleanliness and good appearance.
e) Serve as the primary contact person for Board members and congregants with concerns regarding physical plant issues.
f) Manage tenant relations including, but not limited to, leases, issues management, direct maintenance and the scheduling of work.
g) Hire and supervise contractors for necessary repairs and improvements after consultation with the Executive Committee.
h) Maintain proper insurance levels on the property and synagogue activities.
i) In coordination with the President, advise the Board of any necessary capital repairs to the facility and suggest a prioritization of such repairs.
j) Develop and recommend appropriate policies and procedures for the effective management of the Synagogue’s physical plant.
k) Ensure the availability of the building for lifecycle and special event requests. Partner with the on-site caterer on scheduling and security needed for external events. Supervise maintenance and staff personnel to achieve this.
l) Ensure all contracts for events are completed and executed and on the calendar by appropriate staff. Manage any issues that arise through contracts.
m) Be the liaison with the Caterer and manage all synagogue-caterer interactions.
n) Participate in negotiations and sign all agreements for premises leases, contracts, and commitments.
o) Review all ongoing service and equipment contracts and initiate new contracts as needed.
p) Oversee and coordinate in conjunction with the Cemetery Committee all issues relating to cemetery plots, internments, maintenance, and upkeep of the cemetery.
a) Prepare agenda in conjunction with the President and Executive Vice President for all Executive Committee and Board meetings. Provide to Secretary for dissemination.
b) Attend all Executive Committee and Board meetings and relevant Committees.
c) Interface with the Board and committees for information, resources, support and implementation of policies and practices.
d) Prepare agenda and review all aspects of the congregational Annual Meetings.
e) Provide advice, facilitation and support to the Clergy and the Board; inform them of status of operational matters in a timely fashion.
f) Resolve or contribute to the resolution of issues both internally and externally to WES.
g) Represent WES at community events and special functions.
a) Hire, supervise, and evaluate all administrative support staff, including but not limited to the Programming/Membership Coordinator, Office Manager, Bookkeeper, Maintenance Supervisor, contractors, and any other administrative staff that may be hired under the direction of the Board of Trustees.
b) Oversee the synagogue calendar, approve calendar changes, resolve conflicts, and update the Community Calendar.
c) Review all WES communications including weekly emails, social media, and press releases prior to publication.
d) Manage public relations opportunities and issues to ensure that key synagogue stakeholders are informed and/or engaged in the process/event.
e) Coordinate and supervise the daily activities of the office, ensuring a work environment that is collegial, efficient, and welcoming.
f) Responsible for the implementation and utilization of a customer relationship management database.
g) Oversee the application of technology, including computers, networking, web site and office equipment, and related servicing and purchasing requirements, as needed. Partner with external IT company to ensure all technology is working at peak efficiency.
h) Ensure proper administrative coverage when people are not in the office; coverage on days before Jewish Holidays is required (half-day).
i) Review all other personnel scheduling on a weekly basis in order to ensure coverage. Special attention to scheduling around High Holy Days and key synagogue events to ensure coverage after normal hours.
j) Implement office policies and procedures and support the development of procedures for synagogue programs.
a) Coordinate activities of congregation volunteers encouraging and supporting their participation in the programs, rituals, and activities of WES.
b) Meet with and welcome all prospective and active members of the congregation.
Holidays, Observances, and Life Cycle Events
a) Oversee all aspects of High Holy Days planning (starting early in calendar year) including mailings; locations/logistics of “parallel” services; maintenance personnel scheduling and duties; building preparedness; parking; office coverage; and any special requests.
b) Work closely with members planning lifecycle events to ensure that logistical and ritual needs are met.
c) Provide support in all aspects of other observances and events including, but not limited to: Passover, Simchat Torah, Shavuot, Purim, Chanukah and Sukkot, special Shabbatot and lifecycle events.
d) Maintain presence during services and events to troubleshoot issues and concerns as needed.
• The Executive Director must possess a respect of Judaism and the Jewish community. A desire to learn about Judaism and the Jewish community is required, a working knowledge is preferred.
• A minimum of three years of related experience in an office or non-profit entity is required.
• Must be approachable, diplomatic and provide leadership skills conducive to meeting the needs of congregants, lay leadership, staff, and the general public.
• Must be flexible, enthusiastic, and possess excellent human relations skills.
• Must be detail and process oriented with demonstrated excellence in organizational management.
• Respect for the confidentiality of personal and financial matters of community members and the synagogue as a whole.
• Excellent verbal and written communication skills. Comfort using social media platforms required.
• Must be proficient in utilizing computer systems, have general knowledge of office equipment and possess a working knowledge of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint. Industry-related software experience is a plus.