Clergy Administrative Assistant

Congregation Beth Shalom - Northbrook; Northbrook (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

Congregation Beth Shalom - Northbrook is seeking a highly organized Clergy Administrative Assistant to support the clergy team and ritual department. This role coordinates clergy schedules, lifecycle events, and congregant communications.

The ideal candidate should have strong organizational skills, attention to detail, and experience in administrative support. The position is essential for fostering Jewish life and engagement within the community.

Qualifications

• Minimum of 3 years of administrative support experience.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities.

Responsibilities

• Manage clergy calendars, meetings, and scheduling requests.
• Assist with B'nai Mitzvah planning and logistics.
• Provide administrative support for High Holiday planning.

Skills

Organizational skills

Attention to detail

Customer service

Communication skills

Time management

Tools

Microsoft Office Suite

Google Workspace

Database and CRM systems

Job description

About Congregation Beth Shalom

Congregation Beth Shalom is a vibrant Conservative synagogue serving nearly 1,000 households. We are committed to enriching Jewish life through worship, lifelong learning, meaningful relationships, and acts of kindness. Our community values warmth, inclusivity, and engagement, creating opportunities for members of all ages and backgrounds to connect and grow.

Position Summary

Congregation Beth Shalom seeks a highly organized, detail-oriented, and personable Clergy Administrative Assistant to support our clergy team and ritual department. This key position serves as a central point of coordination for clergy schedules, lifecycle events, B'nai Mitzvah preparation, congregant communications, and ritual administration.

The Clergy Administrative Assistant plays an essential role ensuring the success of the synagogue. They act as a trusted partner to the clergy, helping foster Jewish life through compassionate support, thoughtful organization, and meaningful engagement with congregants.

The ideal candidate is a skilled multitasker who thrives in a fast‑paced environment, exercises discretion with confidential information, and enjoys building meaningful relationships with congregants and families. Strong organizational skills, exceptional attention to detail, and a commitment to providing warm and responsive customer service are essential.

Essential Responsibilities

Clergy and Ritual Department Support

• Manage and coordinate clergy calendars, meetings, appointments, and scheduling requests.
• Screen and direct calls, correspondence, and inquiries on behalf of clergy.
• Draft, proofread, and distribute correspondence, articles, announcements, and communications.
• Maintain yahrzeit records and candle‑lighting information.
• Track and acknowledge clergy‑related donations.
• Prepare weekly Shabbat and Minyan materials.
• Update, produce, and distribute the weekly Shabbat brochure.
• Assist with clergy-sponsored programs, events, and promotional materials.

B'nai Mitzvah Program Administration

• Serve as the primary administrative contact for B'nai Mitzvah families.
• Schedule meetings, photo sessions, and appointments with clergy.
• Prepare family folders and required program materials.
• Coordinate B'nai Mitzvah dates and logistics with clergy and staff.
• Assist families throughout the planning process by providing timely information and support.

Lifecycle Events and Congregant Care

• Schedule lifecycle events and maintain related records and calendars.
• Manage event-related correspondence, mailings, and RSVP tracking.
• Send birth announcements, death notices, and other lifecycle communications through ShulCloud.
• Prepare and send condolence letters and end‑of‑mourning correspondence.

Dedications and Memorial Programs

• Process Siddur dedication requests and orders.
• Coordinate memorial plaque and dedication opportunities with families and clergy.
• Manage installation and dedication schedules.
• Maintain accurate memorial plaque records and databases.

High Holiday Support

• Provide administrative and logistical support for High Holiday planning and execution.
• Assist clergy and staff with communications, materials, scheduling, and event coordination throughout the High Holiday season.

Additional Responsibilities

• Coordinate phone and reception coverage with administrative staff.
• Support major synagogue programs and events as needed.
• Perform other administrative duties and special projects assigned.

Qualifications

Required Skills and Experience

• Minimum of 3 years of administrative support experience, preferably supporting senior leadership, clergy, or nonprofit professionals.
• Excellent organizational, project management, and time management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Exceptional attention to detail and accuracy.
• Strong interpersonal and customer service skills with a warm, welcoming demeanor.

Technical Proficiency

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Google Workspace (Docs, Sheets, Drive, Slides)
• Zoom and Microsoft Teams
• Database and CRM systems, preferably ShulCloud
• Canva and DavkaWriter preferred
• General office equipment including multi‑line phone systems, printers, and scanners

Preferred Attributes

The successful candidate will be:

• Warm, professional, and relationship‑oriented
• Flexible and adaptable in a dynamic environment
• Comfortable working independently and collaboratively
• Proactive in identifying and resolving issues
• Committed to supporting the mission and values of Congregation Beth Shalom