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Phenomenal Job Opportunity

Executive Administrative Assistant to the Senior Rabbi and Executive Director

Beth El Temple is a large conservative congregation in West Hartford, CT. We are looking to hire an experienced Executive Administrative Assistant who is passionate, detail-oriented, possessing strong administrative skills with creativity, collaboration and innovation with the ability to thrive in a fast-paced, dynamic working environment. Outstanding customer service, strong organizational communications skills and a team player mentality with strict confidentiality are key roles for the position. The position supports both the Senior Rabbi and Executive Director, in addition to working with the Board of Trustees, congregants, volunteer leaders and visitors to the synagogue office. See attached job description for specific responsibilities and requirements. Benefits, salary and PTO available upon request.

All inquiries including sending resumes and cover letters should be addressed to Judith R. Rosenthal, Program Facilitator, The Schmoozers Job Network at: JudithRRosenthal@gmail.com.

Job Position: Executive Administrative Assistant
Dual Report To: Executive Director and Senior Rabbi
Job Status: Full Time, Hourly
Location: Beth El Temple, West Hartford, CT
Date: November 12, 2021

DESCRIPTION OF JOB POSITION:

The Executive Administrative Assistant at Beth El Temple is part of a dynamic, closely knit team of professionals. This position requires the individual to be passionate, detail-oriented, possessing strong administrative skills with creativity, collaboration and innovation in a fast-paced non-profit working environment. Outstanding customer service, strong organizational and communication skills and the ability to maintain confidentiality along with a team-player mentality are part of the synagogue’s daily operational practices. Supporting key clergy, skillfully and discreetly while addressing members concerns and inquiries, problem solving and implementing solutions quickly are key roles for the position. This is a dual reporting and job functioning position. The Senior Rabbi’s work will always take precedence.

 

DUAL JOB RESPONSIBILITIES:

1. SENIOR RABBI --PRIMARY JOB FUNCTIONS:

· Manage the Rabbi’s calendar and sync all scheduling appointments.
· Prepare the appropriate paperwork and schedule appointments for Jewish divorces, conversions, baby namings, unveilings, pre-wedding meetings and other life cycle events.
· Ensure all Community Calendar events are noted on the Senior Rabbi’s calendar and brought to his attention immediately.
· Create from dictation correspondence, eulogies, sermons, speeches and teaching requested by the Senior Rabbi.
· Provide research via various internet resources as requested by the Senior Rabbi.
· Assist in making telephone calls to congregants and others as needed on the Senior Rabbi’s behalf in a very warm and welcoming manner.
· Capable of managing multiple projects and tasks for the Senior Rabbi and communicating continual progress effectively and in a very timely manner.
· Demonstrate adherence to strict confidentiality, ability to recognize and handle confidential information in an appropriate manner, showing tact and diplomacy at all times.
· Keeping the Senior Rabbi continually updated regarding congregants and community members who may be ill or hospitalized or in an Assisted Living Facility in need of rabbinic support.
· High level of attention to detail and accuracy are critical.
· Ability to work in Shul Cloud database to generate data reports, funerals, b’nai mitzvah, weddings and life cycle records on an updated basis.
· The nature and sensitivity of this position requires some availability on weekends and evenings.
· Periodically or when called for, checking emails and texts over the weekend may be necessary. Dialing in from home capabilities are available and appropriate for some circumstances, not all.

2. EXECUTIVE ADMINISTRATIVE ASSISTANT PRIMARY JOB FUNCITIONS:

· Answer and screen telephone calls, make appointments, stay abreast of synagogue and community calendars and produce correspondence as directed. Ensure that polite and professional assistance via telephone, mail and email is consistently practiced.
· Greet all members and visitors warmly and in a welcoming, professional manner.
· Manage office tasks such as filing, generating reports, photocopying, faxing, scanning, mailings, mail merges and information for meetings and events, keeping inventory and ordering of office and kitchen supplies.
· Provide administrative and logistical support required for the smooth running of all Shabbat, life cycle events, festival and High Holiday services and activities as directed by the Executive Director, Senior Rabbi or President.
· Provide and maintain all life-cycle related certificates and documentation from the clergy that may include but not limited to certificates for: ketubot, brit milah, baby naming, b’nei mitzvah and others as requested.
· Prepare weekly Shabbat leaflets in Publisher and other necessary communications as directed by the Executive Director and Marketing Coordinator.
· Create and revise the High Holiday Booklet, obtain and coordinate ticket information for printing and preparation for distribution to the congregation.
· Maintain and revise list of committee chairs, board members, and membership packet information.
· Provide administrative support as requested by Board President and other lay leaderships for meetings and events.
· Provide updated Shabbat Greeters list, Board of Trustees contact list, and annual Executive and Board meetings.
· Provide administrative support to any clergy requesting assistance.
· Running occasional errands at the direction of the Senior Rabbi or Executive Director.
· Collect and distribute mail to all staff and appropriate lay leaders.
· Coordinate and produce office-based mailings.
· Assist with all other tasks as assigned.

QUALIFICATIONS AND SKILLS:

· Minimum of 3-5 years of relevant executive administrative experience, preferably supporting a senior executive in a non-profit environment preferred. Ability to work in dual support role.
· 4-Year Degree required.
· A self-starter who is able to multi-task, work in a team and collaboratively with diverse individuals.
· Must be able to interact with all types of individuals calling and coming into the synagogue office at all times.
· Able to work in a dynamic environment with changing demands and expectations, and flexible to new tasks
· Membership management; maintain files correspondence and communications with timely follow-up.
· Excellent written and oral interpersonal communication skills
· Proactive with the ability to anticipate the needs of those you support.
· Fluent in Microsoft Word, Excel, Publisher, mail merge, google docs, knowledge of Zoom; additional computer skills. Aptitude to learn and become proficient with synagogue data base, Shul Cloud.
· Demonstrate good judgement and an ability to discern when discretion is needed while maintaining strict confidentiality.
· Carry out tasks with a high attention to excellence and detail.
· Manage time well
· Open and receptive to ideas and feedback, problem solver and must have a team-player mentality.
· Basic knowledge of Judaism or willingness to learn about Jewish practices, terminology, holidays and customs, preferred but not necessary.

HOURS OF WORK:

· Monday through Thursday, 8:00am to 5:00pm. Friday—8:30am-2:30pm.
· Flexibility to work occasional evenings and weekends

COVID -19 CONSIDERATIONS:

· Desks are protected with plexiglass in open areas, and in closed offices, masks are required to enter the building and at services, vaccinations are required, hand sanitizer stations are available throughout the synagogue. Workstations, common areas and restrooms are cleaned and sanitized daily.
· Employees are expected to work onsite, unless otherwise authorized by the Executive Director or Senior Rabbi.

BENEFITS, PTO AND SALARY ARE AVAILABLE UPON REQUEST.

Tue, November 30 2021 26 Kislev 5782