Clergy Administrative Assistant

Position Summary

Congregation Beth Shalom seeks an organized, proactive, and highly professional Executive Assistant to the Clergy to serve as a trusted partner to our Senior Rabbi, Senior Cantor, and Assistant Rabbi.

This highly visible position provides executive-level administrative, operational, and project support to the clergy team while serving as a key liaison between clergy, congregants, staff, volunteers, and community partners. The Executive Assistant manages complex schedules, coordinates life-cycle events, oversees clergy office operations, handles sensitive communications, and helps ensure an exceptional congregational experience.

The ideal candidate is detail-oriented, relationship-focused, adaptable, and capable of exercising sound judgment and discretion in a fast-paced environment.

Essential Responsibilities

Administrative Support to Clergy

Manage complex and frequently changing clergy calendars, appointments, and meetings.
Coordinate scheduling with congregants, staff, volunteer leaders, and community organizations.
Prepare meeting materials, correspondence, and supporting documents.
Draft, edit, and proofread communications, announcements, letters, and articles on behalf of clergy.
Track clergy projects and follow-up items to ensure timely completion.
Serve as a liaison between clergy, congregants, Board members, committee leaders, and staff.
Handle confidential information with professionalism and discretion.

Congregant Care and Life-Cycle Support

Coordinate administrative aspects of life-cycle events including births, B'nai Mitzvah, weddings, and funerals.
Serve as the primary administrative contact for B'nai Mitzvah families.
Schedule clergy meetings, rehearsals, and photo sessions.
Prepare B'nai Mitzvah materials, paperwork, and family folders.
Coordinate B'nai Mitzvah dates with clergy and staff.
Prepare and distribute birth, death, condolence, and end-of-mourning correspondence.
Schedule life-cycle events and maintain related records and communications.
Ritual and Worship Support

Maintain yahrzeit records and candle-lighting schedules.
Prepare weekly Shabbat and Minyan materials.
Update, proofread, and print weekly Shabbat brochures and worship materials.
Track clergy donations and acknowledgments.
Manage Siddur dedications, memorial plaques, and commemorative leaf dedications.
Maintain dedication and memorial records.

High Holiday and Program Support

Provide administrative and logistical support for High Holiday services and programs.
Assist with registrations, mailings, and other preparations.
Support clergy-sponsored programs, educational initiatives, and special events.
Assist with major congregational events as needed.

Office and Community Support

Respond to inquiries and direct requests appropriately.
Provide backup reception coverage when needed.
Perform additional administrative duties and special projects as assigned.
Qualifications Required

Minimum 3-5 years of administrative support to senior management, or related experience.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities and deadlines simultaneously.
Demonstrated discretion in handling confidential information.
Strong interpersonal and customer service skills.
Proficiency in Microsoft Office Suite and Google Workspace.

Preferred

Experience supporting clergy, nonprofit executives, educators, or community leaders.
Familiarity with Jewish customs, holidays, and synagogue operations.
Experience working with volunteer leadership and governing boards.
Experience with ShulCloud, Canva, DavkaWriter, Zoom, and Microsoft Teams.