Executive Assistant

Position Summary
The Executive Assistant is the warm and welcoming face of Congregation Sukkat Shalom and the administrative hub connecting every program and department. Working in person alongside clergy and senior staff, the Executive Assistant keeps daily operations running smoothly, supports congregational programs and lifecycle events, and ensures that every congregant, visitor, and vendor is met with hospitality and care. Success in this role calls for discretion, warmth, strong organizational instincts, and comfort working independently in a small, collaborative office.

Responsibilities Office Support:
Answer phones and serve as a first point of contact, warmly greeting congregants, members, vendors, and visitors at the front door.
Provide day-to-day administrative support, including copying, typing, emailing, and purchasing.
Design and maintain all reservation and data collection forms.
Maintain and manage internal and external organization calendars.
Order office, building, and program supplies as needed.

Programming & Event Support:
Coordinate logistics and provide support for congregational events and programs.
Assist with event paperwork preparation for building staff.
Order catering and refreshments for congregational events; coordinate and/or implement setup and cleanup with building staff.
Occasionally operate the audio/visual and livestream system for Friday Shabbat services and other services as needed.

Clergy and Senior Staff Support:
Provide direct, confidential administrative support to the Executive Director.
Provide administrative support to clergy and senior staff, including calendar management, scheduling, correspondence, and document preparation.
Liaise with clergy, board of directors, lay leaders, and committees.
Database & Records Management:
Maintain the membership database (ShulCloud), ensuring accurate and up-to-date records.
Maintain the Yahrzeit list in the synagogue's database; provide weekly lists for Shabbat services and send monthly Yahrzeit notices to members.
Maintain photo and video archives.
Perform other related duties as assigned or required; duties and responsibilities may be added, deleted, or changed to meet the congregation's needs.

Qualifications
Three or more years of administrative, office management, or executive support experience, ideally in a nonprofit, congregational, or other mission-driven setting.
Proficiency with Microsoft Office and Google Workspace; experience with a CRM or membership database (ShulCloud a plus).
Excellent written and verbal communication skills, with strong attention to detail and accuracy.
Proven ability to manage multiple priorities, meet deadlines, and maintain confidentiality with sensitive information.
Comfort operating basic audio/visual equipment, or willingness to be trained.
Familiarity with Jewish holidays, lifecycle events, and synagogue life is preferred but not required; genuine interest in learning is essential.

Skills and Attributes
Friendly, warm, and relational by nature — builds genuine rapport with congregants, staff, and clergy, and makes people feel heard and valued.
Deep personal interest in building inclusive community, including with interfaith and LGBTQ families and individuals.
Discretion and sound judgment in handling confidential clergy, staff, and member matters.
Exemplary attention to detail, with high personal standards of quality control.
Self-starter who works well independently and collaboratively in a small office.
Flexibility and good humor in a schedule that includes some evenings, weekends, and holidays.

Physical Requirements
Able to work in person at the Wilmette campus, move about the building during events, and occasionally lift up to 25 pounds.