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Beth Tzedec - Clergy Office Manager & Executive Assistant to Sr Rabbi (English/Hebrew Speaking)

Beth Tzedec Congregation -
Toronto, ON

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Détails du poste

Permanent | Temps plein
De 62 500 $ à 69 000 $ par an
Il y a 10 jours

Profil recherché

Logiciels de GRC/CRM
Logiciels de gestion de données
Leadership d'équipe
Expérience en soutien administratif
Conception de systèmes
Classement
Amélioration des processus
Recherche
Microsoft Office
Expérience administrative
Esprit d'analyse
Gestion de bases de données
Baccalauréat
Relations avec les donateurs
Gestion d'agenda
Préparation de rapports et de présentations
Service à la clientèle
Orientation axée sur le service à la clientèle
Réception
Expérience en soutien exécutif
Gestion de bureau
Formation et développement
Hébreu
Leadership
Délégation
Compétences en communication
Coordination d'équipe
Analytique
Rapprochement de comptes

Description complète du poste

OVERVIEW

Working for Beth Tzedec Congregation, this position leads the Beth Tzedec Spiritual Leadership Team (SLT) administrative pool and serves as the Executive Assistant and partner to the Senior Rabbi. The Clergy Office Manager is responsible for the overall operation, systems, and performance of the SLT Administrative Pool.

This role supervises one Executive Assistant and is accountable for ensuring that the full Spiritual Leadership Team is supported with consistency, professionalism, rigor, and care.

This is a senior executive administrative position requiring the ability to manage multiple projects and portfolios simultaneously, exercise sound independent judgment, work fluently with data and CRM systems, and possess an appreciation for the diverse roles a synagogue plays in its members' lives.

The SLT Administrative Pool supports the full eight-person Spiritual Leadership Team. The position holds primary responsibility for the Sr. Rabbi's office and for the design and management of the shared systems, workflows, and standards that govern both the clergy administrative pool and development office support functions.

RESPONSIBILITIES

Senior Rabbi & Clergy Executive Support

Serve as the primary executive assistant to the Sr. Rabbi, managing his calendar, correspondence, scheduling, and priorities with precision and discretion.
Arrange, confirm, and prepare briefings for meetings by obtaining relevant information, materials, and research in advance to properly prepare the Sr. Rabbi.
Prepare and manage correspondence, reports, emails, memos, board materials, donor communications, and grant submissions on behalf of the Sr. Rabbi.
Coordinate the Sr. Rabbi's pastoral appointments, lifecycle engagements and events, speaking commitments, and community relationship-building activities.
Support the Sr. Rabbi's public voice initiatives, including media appearances, publications, and digital content.
Arrange travel accommodations and itineraries prior to trips and conferences.
Reconcile expense reports on a monthly basis as needed.

Pool Leadership and Supervision

Supervise one Executive Assistant, providing day-to-day direction, workload management, and performance support.
Assign and manage work across the pool, ensuring equitable distribution, appropriate coverage, and consistent quality of support to all SLT members.
Conduct regular check-ins with the pool EA to align priorities, share information across portfolios, and proactively address issues.
Serve as the escalation point for complex, sensitive, or urgent administrative matters across the pool.
Support the onboarding and ongoing development of pool staff.

Systems Design and Management

Design, implement, and maintain the administrative systems that support the SLT: scheduling platforms, communication protocols, filing structures, and workflow tools.
Develop and maintain shared templates for correspondence, lifecycle coordination, program planning, meeting management, and donor stewardship.
Implement and optimize CRM usage (PastoralReach and ShulCloud) across the SLT, establishing standards for pastoral tracking and reporting.
Identify and implement process and technology improvements that increase SLT Office effectiveness.

SLT Coordination

Prepare agendas and briefing materials for SLT meetings; attend meetings and record minutes with action items and carry out appropriate follow-ups.
Coordinate shared SLT calendaring across High Holy Day preparation, lifecycle seasons, and programming cycles.
Liaise with the Executive Director and departmental staff on behalf of the SLT as required.
Coordinate and oversee the booking of lifecycle events, including preparation of corresponding certificates and documentation as divided between the pool.
Oversee conversion candidate coordination for the spiritual leadership team — tracking candidate progress, organizing conversion documentation, and scheduling Beit Din proceedings — with day-to-day meeting scheduling delegated to and performed by the supervised Executive Assistant under this role's quality oversight.
Compose emails and correspondence on behalf of SLT members and provide appropriate follow-ups.
Prepare presentations and reports as required.
Assist members of the congregation as required; serve as a warm, professional first point of contact.
Maintain the strictest confidentiality.
Attend programs and events as required (flexible time schedule).
Perform other duties as assigned. Routine tasks such as member mailings and reception relief are primarily assigned to the supervised Executive Assistant; this role covers only when needed.

Requirements

University or College Degree.
Knowledge of Jewish culture, traditions, and observances.
Hebrew reading proficiency (decoding) required: this role verifies and produces Hebrew text in lifecycle certificates, conversion documentation, and donor/bulletin materials, and coordinates scheduling against the Hebrew calendar; conversational Hebrew is an asset but not required
Minimum 5 years of experience supporting an executive, preferably within a non-profit, faith-based environment.
Prior supervisory or team leadership experience is an asset.
Experience with CRM database management
A keen attention to detail, proven track record of self-direction, follow-through and dependability.
Team leader and team player; sound independent judgment; discreet.
Professionalism, discretion, hospitality, confidentiality and strong customer service / welcoming skills.
Systems thinker: ability to design, document, and hold a team accountable to administrative processes and standards
Strong analytical skills; ability to synthesize data into clear reports and donor-facing impact narratives
Strong MS Office and computer skills; experience with scheduling, calendar maintenance (CRM, Doodle, Calendly, etc.)
Familiarity with database management (e.g., ShulCloud, PastoralReach, or comparable CRM)
Excellent written and oral communication skills

Submit your application:

Please submit your cover letter and resume to Evon Kassabian at: [email protected]

We thank all applicants for their interest in Beth Tzedec Congregation. Only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $62,500.00-$69,000.00 per year

Benefits:

Dental care
Employee assistance program
Extended health care
On-site parking
Paid time off
Vision care

Application question(s):

Outline your knowledge of Jewish culture and traditions
Are you currently living in the Greater Toronto Area?

Education:

Bachelor's Degree (required)

Experience:

Executive Assistant: 5 years (required)

Language:

Hebrew (required)

Work Location: In person

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