Administrative Assistant

Job Overview

We are seeking a highly organized, versatile, and proactive Administrative Assistant to join our team with a warm and friendly presence. This role is perfect for a detail-oriented professional who excels at maintaining files and the donor database, creating and updating tracking systems, preparing progress reports, managing calendars, supporting congregants, ability to meet deadlines and keeping daily operations running smoothly.

Beyond traditional clerical duties, you will help manage our website, social media and utilize graphic design software to create basic promotional materials. If you are a master of multitasking who brings a positive attitude to customer service, we want to hear from you!

Key Responsibilities

Office Organization: Maintain physical and digital filing systems. Keep office supplies stocked. Ensure a tidy workspace.
Calendar Management: Coordinate complex schedules. Book appointments. Avoid scheduling conflicts.
Fundraising Support: Assist with donor and campaign administrative activities, including preparing materials for donor meetings, taking notes at campaign meetings, tracking action items, and helping tailor proposals and correspondence to support fundraising conversations.
Customer Service: Greet visitors warmly. Answer multi-line phones. Respond promptly to email inquiries.
Data & Reporting: Build and update spreadsheets. Format formal documents. Manage synagogue databases. Prepare materials for briefing, stewardship and solicitation meetings.
Draft gift acknowledgments and ensure completion of recognition materials.
Digital Media: Create basic visual content. Schedule social media posts. Engage with our online community.

Required Qualifications

Software Skills: High proficiency in Microsoft Excel and Word. Experience with graphic software (e.g., Canva, Adobe Express, or Creative Cloud).
Communication: Exceptional written and verbal communication skills for customer interaction.
Time Management: Proven ability to prioritize tasks, meet strict deadlines, and work independently.
Availability: Must be able to work full-time hours Monday through Friday, plus Sunday mornings Sept - May.

Preferred Qualifications

Database Experience: Prior experience entering data, running reports, or managing CRM/database software.
Experience: 1–2 years of experience in a fast-paced administrative or customer-facing role.