Executive Assistant

Non-Profit Organization; Fairfax Station (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Temple B’nai Shalom in Fairfax Station, VA, seeks an Executive Assistant to support the Rabbi, Executive Director, and congregants. The role requires discretion, warmth, organization, and the ability to juggle multiple priorities.

You will manage communications, calendars, events, donor correspondence, and publications, with skills in Microsoft Office, Canva, and ShulCloud. A reserved, service-minded approach helps the vibrant synagogue community thrive.

Qualifications

• Strong interpersonal skills and ability to communicate warmly and professionally with congregants.
• Excellent organizational skills and ability to manage multiple tasks.
• Excellent verbal and written communication and attention to detail.
• Proficiency in Microsoft Office (including Excel), Canva, calendar programs, and databases; ShulCloud preferred.
• Familiarity with synagogue life, Jewish holidays, and customs; willingness to learn.

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. With direction from the Rabbi, schedule B’nai Mitzvah appointments and lifecycle appointments.
• Events: Coordinate logistics by arranging maintenance, ordering supplies, and setting up Boxcast and Zoom 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 the Rabbi, committee chairs and staff. Design promotional materials andflyers in Canva. Oversee social media design and content, including TBS website, Instagram, and Facebook presence, and pertinent Jewish Facebook groups.
• 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 LCAC food donations for pickup.

Skills

Interpersonal

Organizational

Verbal communication

Attention to detail

Learning aptitude

Tools

Microsoft Office

Excel

Canva

ShulCloud

Calendar apps

Databases

Job description

Reports To:Senior Rabbi and 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 community that welcomes individuals and families from a variety of backgrounds. Currently celebrating our 40 th anniversary as a congregation, our mission statement 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, Education 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. With direction from the Rabbi, schedule B’nai Mitzvah appointments and lifecycle appointments.
• Events: Coordinate logistics by arranging maintenance, ordering supplies, and setting up Boxcast and Zoom 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 the Rabbi, committee chairs and staff. Design promotional materials andflyers in Canva. Oversee social media design and content, including TBS website, Instagram, and Facebook presence, and pertinent Jewish Facebook groups.
• 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.