Executive Assistant

Beth David Reform Congregation; Philadelphia (Philadelphia County); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Pension

Dental insurance

Long-term disability insurance

Significant time off

Standard employee benefits

Job summary

Beth David Reform Congregation in Gladwyne, PA seeks an Executive Assistant to support our Clergy and Executive Director while assisting with bookkeeping and member communications. You will be the friendly first contact for visitors and help maintain our finances and public materials.

Core duties include administrative support, calendar and inbox management for the clergy, event logistics, CRM maintenance, website updates, and reimbursements.

Qualifications

• Strong organizational and communication skills required.
• Bookkeeping skills including payables and receivables.
• Experience with CRM databases and basic financials preferred.

Responsibilities

• Administrative support for clergy and executive director.
• Calendar management for the clergy.
• Inbox management for the rabbi.
• Event logistics and publicity materials.
• Maintain CRM database and reports.
• Update website and calendar of events.
• Assist with reimbursements and purchasing.

Skills

Organizational skills

Communication skills

Interpersonal skills

Initiative

Multitasking

Confidentiality

Education

Bachelor’s degree preferred

Tools

Quickbooks

Canva

Google Suite

Office Suite

Calendly

SignUp Genius

ShulCloud

Job description

Benefits: Medical insurance covered; access to pension, dental insurance, long-term disability insurance, significant time off, standard employee benefits

If a strong candidate is interested in a part-time job as the Executive Assistant to either the Executive Director or the Clergy, we would also consider hiring separately for two part-time roles.

Beth David Reform Congregation is a warm, diverse, intimate, joyful Jewish congregation of 300 member families in Gladwyne, PA.

As our Executive Assistant, you will play a vital role in two areas: supporting our Clergy and Executive Director as they meet the spiritual needs of our congregation, and working as a bookkeeper to assist with managing the congregation’s finances. As the initial point of contact for many visitors to our congregation, and a friendly face to many regulars, you will also play an important role in helping to make people feel welcome at Beth David.

Job Requirements:

• Strong organizational skills.
• Clear written and spoken communication skills.
• Excellent interpersonal skills.
• Ability to take initiative
• Bookkeeping skills including payables and receivables.
• Computer skills to use or learn software including Quickbooks, Canva, Google Suite, Office Suite, Calendly, SignUp Genius, ShulCloud and other new technology as needed.
• Flexibility and ability to manage multiple priorities.
• Sensitivity to ensure confidentiality and discretion in all matters relating to personnel, financials, and member information.
• Previous experience and a bachelor’s degree preferred but not required.

Core Areas of Responsibility

• Administrative support for the clergy’s pastoral work, including phone calls to members and tracking the clergy’s visits and communications using CRM software.
• Calendar management for the clergy, including oversight of online calendars and correspondence by phone and email to schedule or reschedule meetings.
• Inbox management for the rabbi, including flagging important emails for follow-up, and responding to and composing correspondence that does not require the personal attention of the rabbi.
• Logistical support for programming, meetings, and lifecycle and religious events
• Communication with volunteers, errands, and purchasing/ordering food.
• Creation and preparation of printed or digital publicity materials, photocopies, scanning, mailing, etc. Tracking and submitting reimbursements.
• Anticipating needs for upcoming programs.
• Answering phones during office hours, welcoming people to the building, and screening calls for the senior staff.
• Working to process accounts payable and receivable, and monthly billing.
• Helping to accurately maintain the CRM database and reports.
• Regularly maintain and update the website and the calendar of events
• Identifying tools and systems to help organize and streamline administrative operations
• Personal support and other office work as assigned.

Hours:

40 hours per week.

The proposed in office schedule would be:

M - 10:00am - 6:00pm

T - 10:00am - 6:00pm

W - 10:00am - 6:00pm

Th - 10:00am - 6:00pm

Plus 8 hours per week of flex time.

The needs of the synagogue may require hours on evenings or weekends with plenty of notice. The office is closed for some Jewish holidays, and you will have off on some of those days, but some work will be required during the High Holy Days and other special events, with specific days and hours to be discussed.