Executive Assistant and Office Manager

The Opportunity
We're looking for a detail-oriented, empathetic person who can juggle multiple tasks and projects with ease, while being highly efficient at supporting the day-to-day needs of the Executive Director and Clergy Team. This role provides diversified, confidential administrative support to the Executive Director and the Clergy Team, along with office and front-desk operations, while serving as the first welcoming voice and face for our congregation. Familiarity with Jewish tradition, the Jewish calendar, and synagogue life is a strong plus.

Key Responsibilities
Executive & Board Support

Provide direct, confidential administrative support to the Executive Director
Arrange appointments and meetings; coordinate agenda materials and calendar for the Executive Director, including donor calls and lunch meetings
Collect and prepare information for Board, staff, and member meetings, including drafting minutes and finished board packs
Make travel arrangements as needed for the Executive Director
Draft, proofread, and format correspondence and other materials
Handle confidential and sensitive information with maturity, discretion, and professionalism

Clergy Support

Coordinate clergy schedules and correspondence in partnership with the Rabbi and Cantor
Serve as a warm, respectful first point of contact for congregants seeking clergy, using good judgment about what needs immediate attention
Prepare Friday night (Shabbat) PowerPoint slides or lists as needed; training provided
Coordinate life-cycle event notices and logistics — births, weddings, and deaths — in partnership with clergy
Print documents and materials for clergy as needed
Make clergy aware when a phone call or email indicates pastoral support is needed

Office & Front Desk

Answer phones and assist people who come to the office; direct calls and inquiries appropriately
Maintain files, records, and day-to-day office organization
Manage office supplies, mail, and vendor coordination
Provide light administrative assistance to other Kol Ami senior staff as needed, such as ordering stationery or supplies
Monitor and manage the main Kol Ami inbox and phone line, directing member inquiries to the appropriate department
Assist congregants, including elderly members, with event registration in the office or by phone
Assist with High Holy Day logistics and other seasonal work
Work occasional evenings — typically two to three days a month — and during High Holy Days or other religious festivals; this is infrequent and not a regular part of the schedule

community
Friendly, warm, and relational by nature — builds genuine rapport with congregants, staff, and clergy, and makes people feel heard and valued
3+ years of experience as an executive assistant, office manager, or similar administrative role
Familiarity with Jewish holidays, customs, and synagogue life (preferred)
Exceptional oral and written communication skills; able to relate effectively with clergy, staff, lay leadership, volunteers, and congregants
Strong organizational skills; able to manage and prioritize multiple ongoing tasks and projects and follow through on short- and long-term responsibilities
Sound judgment and discretion handling confidential and sensitive matters with maturity and diplomacy
Self-starter who thrives independently and as part of a team
Proficiency with Microsoft Office, including PowerPoint (required)
Nice to have: comfort with AI tools (including Claude), ShulCloud, Monday.com or a similar CRM, project management platforms, and social media platforms
Undergraduate degree or equivalent professional experience