Executive Assistant to Clergy and Office Manager

Jewish Ottawa; Ottawa; Sur place; CAD 60 000 - 70 000; Plein temps

Résumé du poste

Kehillat Beth Israel (KBI), Ottawa's largest Conservative synagogue, seeks an organized Executive Assistant to Clergy / Office Manager. You will support clergy, oversee daily office operations, coordinate calendars, events, and communications, and manage livestreams and B'nei Mitzvah logistics to ensure a welcoming, efficient workplace.

The role combines executive assistance (60%) with office management (40%), reporting to the Executive Director.

Qualifications

• Post-secondary education in business administration, office administration, nonprofit management, or related field; or equivalent experience.
• 3–5 years of progressively responsible administrative or EA experience in a nonprofit/educational/community setting.
• Experience coordinating schedules, meetings, projects, and confidential communications.
• Strong proficiency with Microsoft 365 including Outlook, Word, Excel, Teams, and SharePoint.
• Experience with membership databases, CRM systems, or synagogue management software is an asset.
• Excellent written and verbal communication skills.
• Discretion with confidential information and sound judgment.
• Comfort with livestream scheduling and broadcast software/equipment.
• Familiarity with Jewish liturgy, Hebrew alphabet, and the Jewish calendar.

Responsabilités

• Provide executive-level administrative support to the clergy and manage day-to-day office operations.
• Coordinate clergy calendars, appointments, and meetings.
• Prepare correspondence, reports, and presentations for clergy.
• Oversee confidential records and communications.
• Coordinate travel, events, and special projects; liaison with staff and volunteers.
• Support donor stewardship and congregational outreach as requested.
• Lead lifecycle intake for families scheduling lifecycle events and coordinate with clergy.
• Oversee B'nei Mitzvah logistics, materials, and follow-up surveys.
• Manage livestream schedules and ensure technical readiness for services and events.
• Support choir logistics, calendar, and related administrative tasks.
• Maintain office systems and supervise reception and vendor interactions.

Connaissances

Microsoft 365

Schedule coordination

Communication skills

Livestream knowledge

Formation

Post-secondary education in business/admin/nonprofit

Outils

CRM software

Livestream software

Video equipment

SharePoint

Description du poste

Executive Assistant to Clergy / Office Manager

Kehillat Beth Israel (KBI) - Ottawa's largest Conservative synagogue - seeks a highly organized and service-oriented professional to provide executive-level support to our clergy while overseeing the daily administrative operations of the synagogue office. This full-time role is central to ensuring KBI's clergy are well supported in their pastoral, educational, and community leadership work, and that members, visitors, volunteers, and staff experience a professional, organized, and welcoming office.

Reports To: Executive Director

Works Closely With: Clergy Team and Office Team

Employment Status: Full-time

Job Overview

The Executive Assistant to Clergy / Office Manager ("the Manager") provides executive-level administrative support to KBI's clergy while establishing clear ownership of day-to-day office administration. Reporting to the Executive Director and working closely with the clergy team, the Manager coordinates clergy schedules and administrative needs, oversees core office operations, and helps ensure a professional, organized, and welcoming environment for members, visitors, volunteers, and staff.

Executive Assistance to Clergy (Approximately 60%)

• The Executive Assistant to Clergy will:
  • Manage clergy calendars, scheduling, and appointment coordination.
  • Coordinate administrative aspects of lifecycle events, including meetings, documentation, logistics, and follow-up.
  • Prepare correspondence, presentations, reports, and other written materials on behalf of the clergy.
  • Manage confidential records, files, and communications with discretion and professionalism.
  • Coordinate travel arrangements, meeting logistics, and special projects as assigned.
  • Serve as the primary administrative point of contact for clergy-related inquiries, ensuring timely communication and appropriate follow-up.
  • Support donor stewardship, congregational outreach, and other relationship-management activities as requested by the clergy.
  • Anticipate administrative needs, helping clergy remain organized, prepared, and focused on pastoral, educational, and community leadership responsibilities.
  • Support B'nei Mitzvah Program:
    • Materials Distribution: Prepare Torah scroll aliya excerpts from an existing larger PDF as needed; manage database of aliya photos; distribute as requested by Torah readers.
    • Service Logistics: In collaboration with the Cantor and volunteer honours coordinators, ensure all certificates, gifts, readings, and personalized honours sheets are prepared for the family and service leaders on the day of the simcha.
    • Manage the B'nei Mitzvah Core Requirements: Maintain, in collaboration with the Cantor, an existing spreadsheet to track and monitor family commitments to our policies, student milestones, purchase and distribute incentivizing awards (gift cards), and handle routine administrative check-ins with families. Between 7 and 10 days following each B'-mitzvah, send parents a post-event survey, and compile results for the team to analyze and compare.
  • Livestream Management: Program the livestream schedules according to our prayer services and special event calendars, ensuring broadcast feeds are correctly configured and equipment is working predictably. Handle the downloading of archives and uploading to KBI's servers and sending links on to relevant families after their simchas.
  • Choir Management: In collaboration with the Cantor, manage the choir calendar, learning resources webpage, communications with and among choristers (including a WhatsApp group), sheet music reproduction and binder organizing, light web/tech-support for choristers; evaluate and consider the value of a choir admin app (ie., ChoirMate); assist with concert logistics, bookings, travel & accommodations; and other related duties.
  • Shared Pastoral & Lifecycle Support: While the Rabbi and Cantor share lifecycle events, the assistant plays a crucial role in the intake and tracking process:
    • Lifecycle Intake: Serve as the first point of contact for families calling to schedule b'nei mitzvah (there is an online intake form), baby namings, weddings, funerals, or unveilings, gathering the initial intake information before passing it to the clergy.
    • Clergy pro-active outreach: provide prompts to clergy to reach out to marginalized congregants such as those observing sh'loshim, yud-bet chodesh (12 months of kaddish), yarhtzeits; follow up with families listed in our Mi Shebeirach (healing prayers) list to see if names can come off (and a meaningful touch-point with members); coordinate clergy and volunteers visiting the sick; arrange/organize volunteer or clergy Shiva house leadership.

Office Management (Approximately 40%)

• Oversee the day-to-day administrative operations of the synagogue office.
• Coordinate office workflows and administrative procedures to promote efficiency and consistency.
• Supervise reception functions and help ensure a welcoming and responsive experience for members, visitors, and volunteers.
• Coordinate relationships with office vendors, service providers, and building-related administrative contractors, as assigned.
• Maintain office supplies, equipment, and administrative resources.
• Support the Executive Director in developing and maintaining effective office systems, documentation, and administrative procedures.
• Assist in coordinating administrative support across departments to ensure clear communication and efficient workflow.
• Perform other administrative and operational duties consistent with the responsibilities of the position.

Why Ottawa?

Ottawa offers the perfect balance: the resources of a larger city with the affordability and heimishness of a smaller one. Ottawa features excellent Jewish preschools and Day Schools, along with congregational schools. A wonderfully family-friendly city, Ottawa has more green space and outdoor leisure facilities than most cities and, as the nation’s capital, features the National Arts Centre and more than a half dozen museums for children and adults of all ages. No matter one’s interest, activities are readily available within 45 minutes of the city, including the world’s largest outdoor skating rink (the Rideau Canal), and several ski hills. Ottawa offers the opportunities of a big city, but with the low-key and accessible vibe of one much smaller.

Qualifications

Qualifications and Experience

• Post-secondary education in business administration, office administration, nonprofit management, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of three to five years of progressively responsible administrative or executive assistant experience, preferably in a nonprofit, educational, faith-based, or community organization.
• Demonstrated experience supporting senior leaders and managing multiple priorities in a fast-paced environment.
• Experience coordinating schedules, meetings, projects, and confidential communications.
• Strong proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, and SharePoint) and the ability to learn new software platforms.
• Experience with membership databases, customer relationship management (CRM) systems, or synagogue management software is considered an asset.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and manage sensitive information with discretion.
• Comfortable navigating digital media tools, including livestream scheduling, audio/video file management, and ability to learn and manage broadcast software and equipment.
• Familiarity with Jewish liturgy, the Hebrew alphabet, and the rhythm of the Jewish calendar.

Desired Skills and Attributes

• Highly organized with exceptional attention to detail and follow-through.
• Warm, professional, and service-oriented with a commitment to creating a welcoming experience for members, visitors, and volunteers.
• Strong interpersonal skills and the ability to build positive working relationships with clergy, staff, lay leaders, and congregants.
• Self-motivated and able to work independently while collaborating effectively as part of a team.
• Excellent problem-solving skills with the ability to anticipate needs and proactively address administrative challenges.
• Comfortable managing multiple priorities while maintaining accuracy under changing circumstances.
• Demonstrates flexibility, initiative, and a willingness to support the evolving needs of a dynamic congregational environment.
• Appreciation for, and commitment to, KBI's mission and values.

Compensation

Salary Range: $60,000-70,000 CAD annually, commensurate with experience, qualifications, and demonstrated administrative expertise.