Clergy Administrative Assistant - Wilshire Boulevard Temple

  • HR

Position Overview

In addition to assisting Rabbis in the smooth administration of their day-to-day responsibilities and relationships, the Administrative Assistant is expected to work collaboratively with other administrative staff of the Temple especially to maintain the seamless and relational operation of the University Campus.

Duties and Responsibilities

  • Assist Rabbis in all aspects of their positions.
  • First contact for members, visitors, and callers to clergy office.
  • Handle incoming calls with professionalism, tact, and discretion.
  • Coordinate clergy meetings and appointments for services on Rabbis’ respective calendars, B’nei Mitzvah classes, lifecycle events, such as weddings, funerals, shivas, etc. and school calendars, and coordinate Rabbis’ interaction and provide supportive coordination to congregants for the same.
  • Create and maintain correspondence.
  • Coordinate after-hours and weekend life cycle needs which may be required in evenings and weekends when assigned as Senior Rabbi’s back up.
  • Confirm event logistics with appropriate departments.
  • Interface with other staff, including Clergy members and their assistants, Executive Director, Associate Executive Directors, Heads of Schools, Maintenance, Facilities, Construction and Security personnel. 
  • Input clergy expenses and track receipts.
  • Manage and maintain executive schedules, including scheduling travel and conferences.
  • Coordination of the lighting of and unveilings on University Memorial Wall.
  • Coordinate Yahrzeit list and weekly and bulk mailings.
  • Keep inventory and order office supplies including letterhead stationery, as needed.
  • Be the “right hand person” for Rabbi Shapiro and Rabbi Eshel including becoming familiar with their work styles and communication preferences and for the congregants whom they serve.

Professional Conduct

  • A high degree of professionalism and efficiency is required in all elements of this position
  • Desire to be reflective in practice, an ongoing learner, and to work collaboratively and respectfully with fellow professionals.  
  • Passion for sharing Jewish life and learning, preferred. 
  • Compassion, understanding, and patience when speaking with congregants and staff 
  • Excellent written and oral communication skills.
  • A commitment to supporting students, staff, parents and peers.
  • Effective mentorship skills.
  • The ability to have challenging conversations.
  • The ability to exercise good judgment and use common sense.
  • The ability to remain calm in crisis situations.
  • The ability to interact respectfully with a wide range of personalities.
  • The ability to approach daily work from a person-centered vantage point.
  • The ability to promote and encourage open communication with staff, students, and parents.
  • Well-developed problem-solving skills.
  • Strong ability to manage multiple projects with an eye to detail and quality of experience for participants.
  • Ability to be a role model for our youth and community. 
  • Versatility with technology and social media.
     

Qualifications and Experience

  • Proficient in use of Google Suite, Microsoft Office Suite (Word, Excel, and Outlook), Concur and Raisers Edge preferred.
  • Candidate should be a “people person” with the ability to multi task in very busy environment and remain calm and organized.
  • Excellent communication skills, both written and verbal.
  • Experience with database management preferred.
  • Ability to learn new programs/databases.
  • Flexibility within the work environment.
  • At least five years’ experience in a senior executive support setting.

 


Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Physical demands: Visual and audio acuity to be able to light, shoot, and direct video and audio recording as well as review written materials is required for this job. Additionally, this position requires meeting the public and the organization in a professional and courteous manner.
  • Work environment: Work with be performed in an office, education, and religious environment, catering/event spaces, kitchens, and in communities served. The physical arrangement of the office may require the position to work in an open environment within close proximity to other colleagues. Workspace must be organized and reflect efficiency. The noise level in the work environment is usually low to moderate.