Executive Coordinator / Program Director

National Association for Temple Administration; United States; On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

PTO

Jewish holidays off

Direct access to leadership

Job summary

Chabad at Midtown is seeking an organized, warm operator to join a team of three Rabbis and three Rebbetzen to keep the community running smoothly. You will own the member database, manage communications, and coordinate events, with a focus on maintaining a welcoming atmosphere for all.

The role covers CRM and follow-up, community communications, events, preschool coordination, and vendor management, with some evenings and weekend availability required.

Qualifications

• 3–5 years in operations, event management, or nonprofit administration.
• Hands-on CRM experience and clean data practices.
• Experience producing events with 100+ attendees, including external speakers.
• Excellent written and spoken English with warm phone/email manners.

Responsibilities

• Own CRM records for members, donors, parents, and guests, with clean tagging and up-to-date data.
• Run outbound communications: weekly newsletter, event invites, texts, social posts, and website updates.
• Plan and execute the full event calendar; manage speaker logistics, venue, tickets, and follow-up.
• Coordinate preschool enrollment, tours, and family events; handle calendars and supplies.
• Track budgets, RSVPs, attendance, and vendor payments; ensure compliance and safety.

Skills

CRM management

Event planning

Communications

Organizational skills

Tools

Salesforce

HubSpot

Bloomerang

DonorPerfect

ChabadOne

Job description

About us

For 23 years, Chabad at Midtown, led by Rabbi Shmuel and Chana Gopin, has been the Jewish home for Midtown, Wynwood, Edgewater, the Design District and the Upper East Side. Our motto is “Where Every Jew is Welcome”: an open, non-judgmental community for every Jew, whatever their background. We run Shabbat dinners and services, weekly classes like Men’s Parsha, Burgers & Beer and Tacos & Tanya, Chabad Young Professionals, women’s programs, Baby Loves Shabbat, holiday celebrations and guest-speaker evenings. We also run the Midtown Jewish Preschool, and Jewish Business Network.

We’re growing fast both due to an increase in engagement and the growth of the neighborhood and we need an organized, warm, relentless operator to help us double our reach.

The role

You’ll be the right hand the team of 3 Rabbis and 3 Rebbetzen and the engine that keeps the community running. You’ll own our member database and follow-up, every message that goes out (and every one that comes in), our events calendar, preschool logistics and every vendor relationship. If something needs to happen, you make sure it does — on time, and in a way that ensure that our community feel welcome and everything goes smoothly.

What you’ll do

CRM and follow-up (about 30%)

• Own our CRM: keep every member, donor, parent and guest record clean, tagged and current
• Log every touchpoint and run systematic follow-up — after a first Shabbat dinner, an event RSVP, a donation or a missed week
• Build simple reports for the Rabbi: new contacts, event attendance, donor activity, who needs a call

Community communications (about 20%)

• Run all outbound communications: weekly email newsletter, event invitations, text/WhatsApp blasts, social posts and website updates
• Be the first responder for all inbound calls, emails, texts, DMs and walk-ins, and route what needs the Rabbi
• Write warm, clear copy and keep a consistent voice across every channel

Events (about 20%)

• Plan and run our full calendar: weekly classes, Shabbat dinners, holiday celebrations (High Holidays, Sukkot, Chanukah, Purim, Passover), Young Professionals and women’s events
• Produce our signature guest-speaker evenings start to finish: speaker logistics and contracts, venue, run-of-show, ticketing and registration, promotion, sponsors, volunteers and post-event follow-up

Track budgets, RSVPs and attendance for every event

Preschool coordination (about 10%)

• Support the preschool director with enrollment, tours and parent communications
• Coordinate the school calendar, family Shabbat celebrations and enrichment specials
• Help with supplies, lunch/snack vendors, and licensing and compliance paperwork

Vendors and facilities (about 10%)

Manage all vendors: maintenance and repairs, cleaning, kosher caterers and food suppliers, rentals, A/V, printers and event vendors

Get quotes, negotiate, schedule, check work and route invoices for payment

Keep the building safe, clean and event-ready

Work with an external bookkeeper (about 10%)

• Ensure all expenses are delivered to an external bookkeeper
• Work with the team to and external bookkeeper to ensure monthly financials are delivered to the team.

What you bring

• 3–5 years in operations, event management, office management, community or membership engagement, or nonprofit/school administration
• Hands-on experience with a CRM (Salesforce, HubSpot, Bloomerang, DonorPerfect, Chabad’s ChabadOne or similar) — you love a clean database
• Experience producing events of 100+ people, including at least one with an outside speaker or performer
• Excellent written and spoken English; strong, warm phone and email manner
• Highly organized: you run multiple projects at once and nothing falls through the cracks
• Comfortable with Google Workspace or Microsoft 365, Canva, email tools (Mailchimp, Constant Contact) and social media
• Available for some evenings, Sundays and holiday events, with flexibility around Shabbat and Jewish holidays

Nice to have

• Familiarity with Jewish community life, holidays and Kosher (not required — we’ll teach you)
• Spanish and or Hebrew
• Experience in a preschool, school or synagogue office
• Basic graphic design or video skills

Why join us

• $70,000–$80,000 salary, based on experience
• PTO, some Jewish holidays off
• A mission-driven role with real ownership and direct access to leadership
• A fun, growing community in one of Miami’s most vibrant neighborhoods