Executive Assistant

Aspen Jewish Congregation; Aspen (CO); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Aspen Jewish Congregation seeks an Executive Assistant to support the Managing Director, Senior Rabbi, and board chairs in the Roaring Fork Valley. You will manage calendars, communications, and donor data to keep leadership focused on community and growth.

Responsibilities include drafting correspondence, preparing briefing materials, taking notes, and coordinating board logistics. Experience with ShulCloud, Google Workspace, Office, and Zoom is preferred.

Qualifications

• 3+ years as an executive/administrative assistant in nonprofit settings.
• Experience supporting a board, including minutes and materials.
• Proficiency with donor databases and office software.
• Exceptional written communication and detail orientation.
• Familiarity with Jewish life and community is a plus.

Responsibilities

• Manage calendars and scheduling for leadership with discretion.
• Draft, track, and follow up on correspondence.
• Prepare materials and briefings for meetings; take notes and circulate actions.
• Support board governance, minutes, and records.
• Oversee donor data entry and reporting in ShulCloud.
• Coordinate events, communications, and marketing support.

Skills

Executive support

Calendar management

Attention to detail

Communications

Tools

ShulCloud

Google Workspace

Microsoft Office

Zoom

Job description

POSITION OVERVIEW

The Executive Assistant plays a key role at AJC, supporting the Managing Director, Senior Rabbi, Board President, and key committee chairs. This role keeps calendars, communications, board governance, and donor data running smoothly so that clergy and leadership can focus on community, relationships, and growth.

ABOUT AJC

Aspen Jewish Congregation is a warm, inclusive Jewish community serving the Roaring Fork Valley for more than 50 years. We bring Jewish tradition and learning to life in a way that reflects our valley’s unique spirit, weaving together community, music, intellectual curiosity, and the natural beauty that surrounds us. AJC is a place where people come together to find connection, meaning, and joy through Jewish life.

Reports to: Interim Managing Director and Senior Rabbi Works closely with: Board Chair, committee chairs (including Development, Finance), the Operations Coordinator, and AJC’s bookkeeper and consultant.

KEY RESPONSIBILITIES

• Executive and Clergy Support

  • Manage calendars and scheduling for the Interim Managing Director and Senior Rabbi, balancing competing priorities with discretion and good judgment

  • Manage/triage incoming requests and help protect leadership’s time.

  • Draft, track, and follow up on correspondence on their behalf

  • Prepare materials and briefings ahead of meetings; take notes and circulate action items afterward, following through to completion

  • Support committee chairs in scheduling meetings and preparing agendas and materials

• Board and Governance

  • Partner with the Board Chair to prepare for board and Executive Committee meetings, including agendas, materials, and logistics

  • Prepare, distribute, and maintain accurate board minutes and records

  • Manage scheduling and communications with the board, including meeting notices, follow-ups, and a shared board calendar

• Events & Programs

  • Support event logistics in partnership with the Operations Coordinator, including invitations, RSVPs, vendor confirmations, and day-of details

• Finance

  • Enter financial data accurately and on time, in coordination with the Operations Coordinator, Bookkeeper, and Treasurer

• Development

  • Own gift and commitment entry in ShulCloud, keeping donor records accurate and current

  • Run lists and reports for leadership and the Development Committee (giving by tier, lapsed donors, pledge status, campaign progress)

  • Support the Development Committee in managing solicitations and stewardship, including tracking assignments, prep materials, and follow-ups

  • Prepare and send timely, personalized gift acknowledgments

• Marketing

  • Support the marketing and communications function with scheduling, list management, content coordination, and other administrative needs, working in partnership with AJC’s marketing team.

• Qualifications

  • 3+ years of experience as an executive or administrative assistant, ideally in a nonprofit, synagogue, or mission-driven setting

  • Experience supporting a board of directors, including taking minutes and preparing materials

  • Proficiency with donor databases (ShulCloud or similar CRM), Google Workspace or Microsoft Office, and Zoom

  • Exceptional written communication, with a sharp eye for detail and consistency

  • Familiarity with Jewish life, holidays, and community is a strong plus

WHAT SUCCESS LOOKS LIKE

• Detail-oriented: documents are proofed, accurate, and internally consistent before they go out

• Organization and prioritization: being comfortable managing multiple competing priorities

• Reliable follow-through: notes are taken, action items are tracked, and nothing falls through the cracks

• Proactive communicator: anticipates needs, flags issues early, and keeps
  leadership informed

• Discreet: handles confidential donor, clergy, and board information with care

• Warm and service-minded: represents AJC graciously with members, donors, and board members

POSITION DETAILS

• Location: Local in the Roaring Fork Valley or Remote. Need to be able to work a
  combination of both ET and MT hours.

• Schedule: Full-time; some flexibility required around board meetings, holidays,
  and peak seasons

• Compensation: $60,000 – $75,000 depending on experience

Aspen Jewish Congregation is an equal opportunity employer and welcomes applicants of all backgrounds.