Clergy Secretary

Position Summary

The Clergy Secretary provides high-level administrative, operational, and programmatic support to the Rabbis and Cantor. This role manages clergy scheduling, communications, records, service preparation, and lifecycle coordination, with a strong emphasis on B’nai Mitzvah processes.

The Clergy Secretary also serves as a direct assistant to the Rabbi Emeritus and Cantor, providing dedicated administrative and coordination support to ensure continued engagement, communication, and program participation.

Serving as a central liaison between clergy, congregants, committees, and families, the Clergy Assistant must demonstrate professionalism, discretion, strong organizational skills, and a solid understanding of Jewish ritual life and synagogue operations.

Essential Duties and Responsibilities

Clergy Administrative Support

Prepare, draft, and coordinate clergy correspondence and congregational communications
Translate clergy direction and program vision into actionable plans, materials, and logistics
Serve as liaison between clergy, congregants, committees, and community partners
Manage complex clergy calendars, appointments, and scheduling requests
Receive, prioritize, and respond to communications on behalf of clergy as directed
Prepare study packets, class materials, and supporting documents
Compile Shabbat and holiday preparation lists and ensure readiness of materials
Maintain weekly Misheberach (healing) list and communicate congregant updates to clergy
Provide weekly parasha summaries or content for clergy messaging
Coordinate Adult Education, Conversion, and Melton program materials
Prepare and coordinate monthly Yahrzeit communications in partnership with administrative staff
Prepare Yizkor and holiday mailings and ensure timely distribution
Serve as staff liaison to the Ritual Committee

Rabbi Emeritus Support

Manage scheduling, appointments, and communications on their behalf
Coordinate participation in services, lifecycle events, and special programs
Prepare materials, correspondence, and speaking notes as needed
Support ongoing engagement with congregants and community initiatives
Ensure alignment and coordination between Clergy

Cantorial & B’nai Mitzvah Program Support

Support the Cantor with correspondence, scheduling, and program coordination
Track and communicate upcoming obligations across synagogue, school, and community
Maintain and manage B’nai Mitzvah student records and applications
Coordinate lesson schedules between clergy, tutors, and families
Schedule tefillin services and ensure calendar accuracy
Generate and distribute Trope Trainer and other learning materials
Prepare Torah readings and educational resources for students and families
Produce certificates, recognitions, and designated gifts
Generate scholarship eligibility lists on schedule
Serve as primary point of contact for families, providing guidance throughout the B’nai Mitzvah process
Coordinate all pre-event logistics with families to ensure readiness and alignment

Worship Services & Program Operations

Attend designated Shabbat, holiday, and program services as assigned
Coordinate service setup and breakdown in collaboration with operations staff
Prepare and organize ritual items, clergy materials, and printed resources
Ensure all service and program materials are accurate, complete, and prepared in advance
Support execution of lifecycle events and special programs with attention to detail and respect for tradition

Required Qualifications

Working knowledge of Jewish ritual practices, synagogue operations, and service structure
Familiarity with Hebrew liturgy; Hebrew reading proficiency preferred/required (adjust as needed)
Knowledge of Jewish holidays and associated rituals and customs
Minimum 3 years of administrative, program coordination, or related experience
Strong written and verbal communication skills
Exceptional organizational skills and attention to detail
Ability to manage confidential and sensitive information with discretion
Proficiency in standard office software and database systems

Preferred Qualifications

Prior experience in a synagogue or Jewish communal organization
Experience with ShulCloud or similar membership/database systems
Familiarity with Trope Trainer or B’nai Mitzvah preparation tools
Spanish language proficiency