Special Projects Assistant

University Synagogue; Irvine (CA); Hybrid; USD 25,000 - 28,000; Part time

Job summary

University Synagogue in Irvine, CA is seeking a Special Projects Assistant to support the Executive Director with administrative priorities, research, and outreach. The role is designed for a college student, recent graduate, or early-career professional interested in nonprofit management, communications, event planning, or leadership.

Responsibilities include executive support, project coordination, member engagement, website/calendar updates, data entry in ShulCloud, and assisting with

Qualifications

• Excellent organizational skills and exceptional attention to detail.
• Strong verbal and written communication skills.
• Friendly, professional phone manner with members and community partners.
• Ability to manage multiple priorities and work independently.
• Comfortable learning new technology and database systems.
• Experience with Microsoft Office and Google Workspace is a plus.

Responsibilities

• Provide executive support to the Executive Director on a variety of projects and priorities.
• Assist in tracking projects, timelines, and follow-up tasks.
• Organize digital files, documents, and project materials.
• Prepare meeting materials, agendas, and notes as requested.
• Support planning and implementing strategic initiatives and special projects.
• Help coordinate project logistics and ensure deadlines are met.
• Engage with members and community partners to support outreach efforts.
• Maintain program information across platforms, including updating the website/calendar.
• Contribute to communications, newsletters, and data entry in ShulCloud.

Skills

Organizational skills

Communication skills

Multitasking

Phone etiquette

Confidentiality

Independent work

Tools

MS Office

Google Workspace

ShulCloud

Job description

Status: Employee Part-Time (Paid Intern to Assistant Level)

Rate: $18-20 an hour, as needed, no more than 20 hours a week

Schedule: In Person Monday, Wednesday and Friday afternoons (possibly some remote work)

Location: University Synagogue, 3400 Michelson Drive, Irvine, CA

Reports To: Executive Director

Position Summary

University Synagogue is seeking a highly organized, proactive, and detail-oriented Special Projects Assistant to support the Executive Director in advancing the synagogue's strategic initiatives, administrative priorities, and community engagement efforts.

This position is designed for a college student, recent graduate, or early-career professional interested in nonprofit management, communications, event planning, or organizational leadership. No two days are the same. The Special Projects Assistant will help move important initiatives forward by providing administrative support, conducting research, coordinating follow-up, managing data, and assisting with communications and member outreach.

Primary Responsibilities

Executive Support

• Provide administrative support to the Executive Director on a variety of projects and organizational priorities.
• Assist in tracking projects, timelines, and follow-up tasks.
• Organize digital files, documents, and project materials.
• Prepare meeting materials, agendas, and notes as requested.

Special Projects

• Assist with planning and implementing strategic initiatives and special projects.
• Conduct research and compile information to support decision-making.
• Follow up with vendors, consultants, volunteers, and community partners.
• Help coordinate project logistics and ensure deadlines are met.
• Support board, committee, and organizational initiatives as assigned.

Membership & Community Engagement

• Make membership and community outreach phone calls on behalf of the Executive Director.
• Assist with welcoming new members and supporting member engagement efforts.
• Help maintain accurate member records and track outreach activities.
• Follow up on inquiries, registrations, and community connections.

Communications & Administrative Support

• Assist with maintaining accurate program information across organizational platforms.
• Update website and calendar information as needed.
• Help proofread communications and verify event details.
• Support email communications, newsletters, and marketing projects.
• Perform data entry and maintain organizational databases, including ShulCloud.

Qualifications

• Excellent organizational skills and exceptional attention to detail.
• Strong verbal and written communication skills.
• Friendly, professional, and comfortable speaking with members and community partners by phone.
• Ability to manage multiple priorities and work independently.
• Strong problem-solving skills and initiative.
• Proficiency with Microsoft Office and Google Workspace.
• Comfortable learning new technology and database systems.

Preferred Qualifications

• Experience with customer service, administrative support, or nonprofit organizations.
• Familiarity with website editing or CRM/database systems (ShulCloud experience is a plus).
• Interest in nonprofit leadership, communications, event planning, or community engagement.

Ideal Candidate

The ideal candidate is a curious, dependable, resourceful self-starter, and eager to learn. They enjoy solving problems, keeping projects organized, and helping an organization accomplish meaningful work. They are comfortable shifting between administrative tasks, research, communications, and member outreach while maintaining a high level of professionalism and confidentiality.

Learning Opportunities

This position offers hands-on experience in:

• Executive leadership and nonprofit management
• Project coordination
• Community and membership engagement
• Strategic planning
• Communications and marketing
• Board and committee support
• Database management and CRM systems
• Event administration
• Organizational operations

This role is ideal for someone seeking practical experience in nonprofit leadership while contributing to the growth and success of a vibrant and innovative synagogue community.