Clergy Assistant/Executive Assistant

The Clergy Assistant’s primary duty is to provide administrative support to the Rabbi, and administrative support on an as-needed basis to the Cantor and Executive Director.

This position requires multi-tasking, good communication and people skills, and the ability to prioritize and take initiative with limited direction. Strong computer and organizational skills are a must, including the Microsoft Office suite, Constant Contact, Canva and data management software. Knowledge of Judaism, the Hebrew calendar and exposure to the Hebrew language are important.

Requirements

• • Effective support/communication by phone, via e-mail and in person
  • Adept in organizing and prioritizing tasks from multiple staff members
  • Excellent writing/proofreading skills
  • Highly proficient in Microsoft Word, Excel, Outlook, and Publisher
  • Ability to quickly learn and additional software programs
  • Handle temple matters with care and confidentiality at all times

Responsibilities of the Clergy Assistant

• Support clergy Correspondence and Communication
  • Primary responsibility for reception on telephones and in-person visitors. Take messages and convey information to the appropriate party in a timely manner.
  • Screen and prioritize calls for senior leadership.
  • Prepare Rabbi’s letters to congregants; thank you, birthday, anniversary, condolence, etc
  • Write/edit letters, lifecycle acknowledgments, inner-office memos and anything else needed.
  • Send out Yizkor reminders on the three festivals plus Yom Kippur
  • Send out staff meeting notices.
  • Maintain lifecycle information

• Maintain clergy Calendars
  • Schedule clergy appointments as needed with accompanying notes
  • Maintain Rabbi and Cantor’s individual calendars
  • Keeper of the Primary Temple calendar
  • Cross reference all calendars to be sure there are no discrepancies or double bookings

• Serve as Liaison for Lifecycle events
  • CRM: Update Chaver-ware & Shulcloud records to reflect member status (births, weddings, death, divorce, relocation, etc)
  • Maintain and disseminate appropriate paperwork, forms, certificates, for each family/lifecycle
  • Coordinate with Kehillat Chesed lifecycle notifications and other needs: meals, friendly visits, shiva minyan needs, etc
  • Maintain Mi Shebeirach list
  • Along with the chair of Kehillat Chesed regularly check in on those on the list
  • Schedule Mikveh, beit din, mohel per rabbi’s needs
  • In coordination with clergy, schedule B’nai Mitzvah rehearsals and reserve sanctuary bookings
  • Design, prepare, edit and copy any special service handouts
  • Coordinate with ED all inhouse lifecycle event arrangements

• Provide ritual Support
  • Coordinate in advance ritual items/needs for each holiday (eg. Ordering lulavim, Hanukkah candles, Seder coordination, etc)
  • Prepare Yizkor, shloshim, yahrzeit lists
  • Prepare rabbi’s Shabbat folder with yahrzeit and shloshim list, plus Shabbat flyer, weekly announcements and any other additional notes as needed
  • Update Yizkor lists and send out congregant Yizkor letters before YK, Simchat Torah, Pesach and Shavuot
  • Coordinate the lighting of all bulbs for weekly yahrzeits with the custodial staff
  • Go through sanctuary on Monday to collect misplaced books and the rabbi’s papers and turn off the memorial board lights
  • Create Book of Remembrance for High Holy Days
  • Be sure they are distributed for each of the Yizkor services
  • Assist the ED with the preparation of all documentation for High Holy Day mailings
  • Coordinate the invitation, and tracking of High Holy Days honors, providing the rabbi with updates and final lists
  • Coordinate with President of the Board of Trustees to ensure board members are assigned as greeters and presenters for every B’Nai Mitzvah

• General Congregational Communications
  • Design and Send out weekly Eblast to congregation
  • Send funeral/shiva notifications based on clergy input
  • Send out other congregational emails + texts as needed
  • Mail/Email congregants notification of upcoming Yahrzeit
  • Prepare and send quarterly newsletter
  • Support event planners as needed and publicize events in temple calendar, on website and via social media
  • Design event--specific graphics
  • Work with VP of Engagement and Communications chair to develop and maintain Temple Beth Tikvah’s brand in all communications

• Additional Duties Include:
  • Keep track of donation to prayer book fund and print labels for books
  • Keep track of the brochures displayed in front of temple to make sure all are timely
  • Run errands upon request
  • Other duties as assigned

Synagogue Membership, Childcare, Paid Time Off

Excellent English written and verbal skills required.

Working knowledge of Hebrew helpful.