Executive Assistant

Jewish Staffing; Fairfax Station (VA); On-site; USD 52,000 - 70,000; Full time

Job summary

Temple B’nai Shalom in Fairfax Station, VA is seeking an Executive Assistant to support the Rabbi and Executive Director. The role involves managing communications, calendars, lifecycle events, and congregant care with confidentiality and professionalism.

Ideal candidates are organized, patient, and resourceful, able to balance multiple priorities, and comfortable interacting with staff, committees, and congregants. Full-time on-site position with standard synagogue hours.

Qualifications

• Strong interpersonal skills for warm, professional communication with congregants.

Responsibilities

• Welcoming: Answer main phone line and temple email, route inquiries appropriately.
• Scheduling: Maintain internal and external temple calendars.
• Lifecycle Events: Coordinate B’nai Mitzvah appointments; arrange maintenance; order supplies; set up Boxcast links.
• Congregant Care: Generate Yahrzeit notices; update Mi Shebeirach list; send milestone cards.
• Donations and Acknowledgments: Process contributions; run donation reports; mail donor letters.
• Membership Records: Update temple database and manage ShulCloud forms.
• Communications: Produce weekly email and quarterly newsletter; gather content; design materials in Canva.
• Operations: Oversee Oneg, room setups, and building supplies.
• Community Outreach: Coordinate LCAC food donations for pickup.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Willingness to learn synagogue systems

Tools

Microsoft Office

Canva

ShulCloud

Job description

Reports To: Executive Director Hours: 9 a.m. to 5 p.m. Mon-Thurs.; Friday: 9 a.m. – 3 p.m.

About Us

Temple B’nai Shalom is a reform synagogue in Fairfax Station, Virginia, serving 350 families. We are a vibrant, progressive, and caring Reform congregation that welcomes individuals and families from a variety of backgrounds. We are celebrating our 40th year Anniversary. Our mission is to care for one another and the world around us.

The Role

We are seeking an Executive Assistant to join our professional team. As a small staff in regular contact with many congregants, we need someone with sound judgement, warmth, and a commitment to confidentiality. The ideal candidate is a person who is organized, patient, and resourceful, and who can juggle many priorities with care and professionalism. You will work closely with the Rabbi, Executive Director, Educational Director, members, board members, and committees.

Responsibilities

• Welcoming: Manage all incoming communications by answering the main phone line and monitoring the temple email inbox, resolving inquiries, and forwarding them to the appropriate person.
• Scheduling: Maintaining internal and external temple calendars.
• Lifecycle Events: Coordinate logistics, including scheduling of B’nai Mitzvah appointments, arranging maintenance, ordering supplies, and setting up Boxcast service links.
• Congregant Care and Correspondence: Manage community milestones and pastoral care lists by generating weekly Yahrzeit notices, updating the Mi Shebeirach list, and sending milestone cards.
• Donations and Acknowledgments: Process financial contributions by running ShulCloud donation reports and using mail merge to produce and distribute donor thank-you letters.
• Membership Records and Database Management: Maintain the accuracy of the temple database by inputting new member information, updating records, and managing ShulCloud forms.
• Communications and Publications: Produce the weekly congregational email and quarterly newsletter by gathering content from committee chairs and staff, and design promotional materials in Canva.
• Shabbat, Facilities, and Operations: Ensure smooth weekly operations by overseeing Oneg refreshments, coordinating room setups, and managing building supplies.
• Community Outreach: Facilitate the temple's charitable drives by coordinating Lorton Community Action Center (LCAC) food donations for pickup.

Qualifications and Skills

• Strong interpersonal skills, with the ability to communicate warmly and professionally with congregants during both joyful and difficult moments.
• Strong organizations skills and the ability to manage multiple tasks at once.
• Excellent verbal and communications skills and close attention to detail.
• Proficiency in Microsoft Office (including Excel), Canva, calendar programs, and databases; Shulcloud is preferred, and the ability to learn synagogue systems quickly.
• Familiarity with synagogue life, Jewish holidays, and customs is preferred; a willingness to learn is essential.