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Executive Assistant

4 months ago

Jacksonville, United States Congregation Ahavath Chesed Full time
Job DescriptionJob Description

Congregation Ahavath Chesed

Job Description

Clergy Executive Assistant

The following is a general outline of the duties and responsibilities of the Clergy Executive Assistant.  The duties and responsibilities may be modified at any time.

 

CLERGY SUPPORT:

  • Provide operational support to the rabbis
    • Coordinate scheduling for lifecycle events including celebrations of births, B’nai Mitzvah, weddings, funerals, etc.
    • Schedule B’nai Mitzvah lessons, meetings with congregants, meetings with conversion candidates, etc.
    • Greet Temple members and visitors and escort them to and from appointments with the rabbis when needed
    • Send Yahrzeit notices weekly to mourners
    • Add appropriate items to the Membership Database
    • Coordinate Board representatives to be greeters and give announcements during Shabbat services
  • Prepare:
    • Weekly worship material
      • Mi Shebeirach (healing) list
      • Yahrzeit (marking anniversary of death) list
    • Invitations, photographer and participant information for Marriage Reconsecration, Confirmation, Consecration and other special services.
  • Interactions with Temple members:
    • Receiving and managing calls and requests for the rabbis
    • Providing support during important times in members’ lives
    • Answering Temple phones and door when necessary
    • Assisting with coordinating holidays and special events
    • Working with committees and board Trustees
 
  • Lifelong Learning:
    • Manage calendars and needed materials/technological needs for Adult Learning classes
    • Order and/or prepare materials for clergy lead classes
    • Manage communications for B’nei Mitzvah families, wedding couples, and conversion candidates

General Temple SUPPORT as needed:

  • Respond to requests from staff, lay leaders, members, prospective members and vendors.
  • Manage Temple calendar
  • Prepare minutes of Board and Congregational meetings.  Forward same to ensure inclusion in material for the next appropriate meeting.
  • Forward approved minutes and possibly financial statements to the webmaster for inclusion on Temple’s website.
  • Provide membership information to prospective members
  • Encourage use of Temple facilities and services by members and outside parties.  Make certain all leads are transferred to the Executive Director. 
  • Provide information and support to Temple members and guests as needed.
  • Create and send thank you letters
  • Assist with cemetery management, sales and support for Evergreen.
  • Manage cemetery plot information for all congregants.
 

Required skills:

  • Experience with basic administrative work like writing letters
  • Organizational Skills
    • Ability to manage calendars, schedules, and appointments efficiently.
  • Communication Skills
    • Excellent written and verbal communication skills are crucial for interacting with staff, members, and other community stakeholders.
  • Attention to Detail
    • Accuracy in preparing documents, scheduling meetings, and managing correspondence is essential.
  • Time Management
    • Prioritizing tasks and managing multiple deadlines effectively.
  • Problem-Solving Skills
    • Ability to think critically and resolve issues independently when necessary.
  • Adaptability
    • Being flexible and able to handle unexpected changes or priorities.
  • Confidentiality
    • Maintaining discretion and handling sensitive information with care.
  • Technology Skills
    • Proficiency in using office software (like Microsoft Office Suite and Google Suite), email management tools, and possibly industry-specific software (working knowledge of ShulCloud desired, but not required).
    • Comfortable with technology (running Zoom meetings, mail merges, mass emails, etc)
  • Interpersonal Skills
    • Building rapport with colleagues and external contacts to facilitate smooth communication and collaboration. 
    • Friendly and calm demeanor in sensitive situations.
    • Mentality of teamwork and collaboration
  • Initiative
    • Taking proactive steps to anticipate needs and streamline processes for the clergy or Executive Director.
  • Research Skills
    • Ability to gather information and provide to the clergy or Executive Director as required.
  • Knowledge of or willingness to learn about Jewish tradition
To apply, please send your Cover Letter and Resume to Zach Dunn, Executive Director, at zdunn@thetemplejacksonville.org.

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