Executive Assistant to the Clergy
Location: Congregation Shalom, Milwaukee, WI
Position Type: Full-Time
Reports To: Senior Rabbi
Position Summary
Congregation Shalom is seeking a highly organized, compassionate, and detail-oriented Executive Assistant to the Clergy to support our Senior Rabbi, Assistant Rabbi, and Cantor. This position is central to the daily operation of the clergy office and plays a vital role in supporting congregational life, pastoral care, worship services, and lifecycle events.
We are especially interested in candidates who bring strong interpersonal skills and experience in supportive, service-oriented environments—such as schools, healthcare settings, senior care, or work with individuals with disabilities—where empathy, discretion, and responsiveness are essential.
Key Responsibilities
Administrative & Clergy Support
- Serve as the primary point of contact for congregants, visitors, vendors, and delivery personnel entering the synagogue during business hours.
- Answer, screen, and route incoming phone calls to clergy, staff, and appropriate synagogue departments; log messages and ensure timely follow-up.
- Manage complex clergy calendars, including appointments, meetings, lifecycle events, and service preparation.
- Track and communicate significant congregant milestones such as birthdays, illnesses, births, and deaths using synagogue databases and pastoral care systems.
- Prepare correspondence on behalf of clergy, including condolence letters, acknowledgments, and communications to congregants.
- Order and maintain supplies for the rabbinic study, including books, certificates, yahrzeit plaques, and other ritual or administrative materials.
- Prepare service outlines and supporting materials for Shabbat, High Holy Days, and special services.
Lifecycle Events & Programs
- Coordinate administrative aspects of lifecycle events including baby namings, B’nai Mitzvah, confirmations, weddings, conversions, funerals, stone dedications, and memorial observances.
- Schedule meetings, rehearsals, and appointments with clergy and families.
- Prepare certificates, programs, honors sheets, booklets, and archival records.
- Communicate logistics with families and coordinate with maintenance and vendors to support event setup.
- Maintain accurate archival and database records in proprietary software system.
High Holy Days & Special Events
- Support clergy with preparation for High Holy Days and major events, including organizing prayer books, coordinating board participation, assembling materials, and assisting with logistics.
- Prepare In Memoriam and Yahrzeit listings for synagogue publications and services.
- Manage mishaberach and yahrzeit/kaddish lists and coordinate the display of yahrzeit plaques.
Qualifications
- Associate’s degree or equivalent experience required; bachelor’s degree preferred.
- 3–5 years of executive or administrative assistant experience, ideally in a synagogue, nonprofit, or mission-driven organization.
- Demonstrated ability to handle confidential and emotionally sensitive information with discretion and compassion.
- Familiarity with Jewish rituals, lifecycle events, and synagogue culture strongly preferred.
- Proficiency with Microsoft Outlook, Teams, Zoom, and database/CRM systems.
- Excellent written and verbal communication skills.
Core Competencies
- Exceptional organizational and time-management skills.
- Strong attention to detail and follow-through.
- Technological proficiency (Zoom, Outlook, Teams, databases).
- Interpersonal warmth, empathy, and pastoral sensitivity.
- Ability to manage multiple priorities in a fast-paced environment.
- Collaborative, flexible, and service-oriented approach.
Work Environment & Schedule
- Office-based role with frequent interaction at the reception desk and throughout the synagogue.
- Occasional evening and weekend hours required for services, High Holy Days, and lifecycle events.
- Ability to lift up to approximately 20 lbs and use standard office equipment.
Pay: $65,000.00 - $70,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- This role involves managing multiple clergy calendars, lifecycle events, and time-sensitive requests at the same time. Can you tell me about a role where you had to juggle many competing priorities, and how you stayed organized?
- This role is often the first point of contact for phone calls and visitors to the synagogue. How do you approach answering phones and greeting people when you’re not sure whether the situation is routine, urgent, or sensitive?
- This role frequently involves working with congregants who may have urgent needs or strong expectations, particularly around lifecycle events. Can you describe a time when you had to manage an urgent or challenging request while balancing compassion and practical limitations?
- This position requires regular use of tools like Microsoft Outlook for scheduling, Zoom for meetings, and database or CRM systems for recordkeeping. Which systems have you used in past roles, and how comfortable are you learning new technology?
Work Location: In person
