Clergy Administrative Assistant

Congregation Beth Shalom - Northbrook; Illinois; On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Paid time off

Professional development

Job summary

Congregation Beth Shalom - Northbrook seeks an organized Administrative Assistant to the Clergy to serve the Senior Rabbi, Senior Cantor, and Assistant Rabbi. This role provides executive-level support and acts as a key liaison among clergy, congregants, staff, and volunteers.

The ideal candidate will manage complex calendars, coordinate life-cycle events, draft communications, and maintain sensitive records with discretion in a fast-paced synagogue environment.

Qualifications

• Minimum 3-5 years of administrative support to senior management.
• 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.

Responsibilities

• Manage complex 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 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.
• Coordinate administrative aspects of life-cycle events including births, weddings, and funerals.
• Schedule life-cycle events and maintain related records and communications.

Skills

Administrative support

Organizational skills

Time management

Communication

Discretion

Customer service

Tools

Microsoft Office

Google Workspace

ShulCloud

Canva

DavkaWriter

Zoom

Microsoft Teams

Job description

Administrative Assistant to the Clergy

Congregation Beth Shalom

Northbrook, Illinois

Full-Time | Exempt

Who We Are

Congregation Beth Shalom is a thriving, multigenerational Conservative synagogue of nearly 1,000 households located in Northbrook, Illinois. We are a warm, welcoming community dedicated to enriching lives through meaningful worship, lifelong learning, acts of kindness, and deep personal connections.

At Beth Shalom, we strive to create a place where members can celebrate community, cultivate meaningful relationships, and experience an uplifting and joyful Judaism. Through vibrant religious services, innovative educational programming, engaging youth and family experiences, robust adult learning opportunities, and compassionate pastoral care, we seek to support our members through every stage of life.

Our clergy, professional staff, and lay leadership work collaboratively to foster an inclusive environment where individuals and families feel connected, supported, and inspired.

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.

Compensation and Benefits

Salary Range: $60,000–$70,000 annually, commensurate with experience.

• Congregation Beth Shalom offers a competitive benefits package, including health insurance, retirement benefits, paid time off, and professional development opportunities.

Congregation Beth Shalom is committed to creating an inclusive workplace and welcomes candidates from diverse backgrounds and experiences.