Congregation Or Shalom, a warm and inclusive community in Vernon Hills, Illinois, is excited to welcome a friendly, experienced Executive Assistantto our team. In this role, you will be supporting our clergy, which means the ability to maintain a realistic balance among multiple priorities is imperative. You must be able to work well under pressure, handle a wide variety of activities and confidential matters with discretion, and be comfortable working in a collaborative environment. The ideal candidate will be highly self-motivated, meticulous, and compassionate. We seek a relationship builder and someone who understands that every role serves to strengthen the whole of the team.

RESPONSIBILITIES:

· Oversees clergy calendars, initiates meetings, drafts correspondence, arranges travel, and prioritizes inquiries and requests efficiently and accurately

· Acts as the gatekeeper for clergy, while fostering warm relationships with an active and engaged community

· Maintains a confidential pastoral list and can effectively communicate with clergy when extremely time-sensitive situations arise

· Handles logistics and coordination of lifecycle events

· Prepares clergy for all Shabbat/weekend events and programs

· Ensures that all expenses and receipts are tracked and submitted

· Coordinates B’nai Mitzvah students and acts as the liaison between clergy and both tutors and families

· Maintains an appropriate workflow to ensure that all time-sensitive projects are completed and that deadlines are communicated to the team

· Partners with staff to ensure smooth implementation of clergy’s classes, meetings, and/or events (reserve rooms, arrange tech support, etc.)

· Shares responsibility, along with the staff, for the preparation/logistics of large synagogue functions, including High Holy Days services, and other major events and programs where clergy will be present

· Ready to reprioritize at a moment’s notice, when there is an emergency or issue that needs your full attention

· Supports overall engagement efforts including participation in program planning and implementation which may occur on some evenings and weekends

· Understands how to use digital platforms (Zoom, Facebook Live) and is able to support as needed

· Supports Or Shalom administrative needs, answering phones and being an active presence

ESSENTIAL SKILLS AND EXPERIENCE:

· Proactive self-starter who is flexible, organized, and extremely adept at multi-tasking while working in a fast-paced, constantly evolving work environment

· Highly emotionally intelligent; must intuitively understand professional boundaries, discretion, and confidentiality

· Ability to implement and oversee systems with meticulous attention to detail; ability to work independently; resourceful and takes initiative even when given minimal direction

· Brings ingenuity, flexibility, warmth, grace under pressure, and exceptional interpersonal skills; able to effectively interface with clergy, staff, leadership, congregants, and the broader community

· Detail-orientated with excellent organizational and time management skills, as well as an instinct for troubleshooting and problem-solving

· Expert level proficiency Microsoft Office (Word, Excel, Outlook) and experience with data management software such as ShulCloud or a similar CRM system preferred; must be computer savvy and possess the ability to learn new programs quickly

· Attention to detail

· Excellent written and verbal skills

· Available if needed off-hours for pastoral clergy scheduling

· Ensures the integrity of the Or Shalom calendar relating to all programs and events, in coordination with other staff

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Vernon Hills, IL 60061: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 2 years (Preferred)

Work Location: In person

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