Busy synagogue seeking Executive Assistant to the senior rabbi. This is an in-person job in the 5 Towns. The right candidate will be the rabbi’s right-hand person to support his daily, weekly & monthly rabbinical tasks.
Position Overview We are seeking a highly organized, proactive, and discreet Executive Assistant to serve as the Rabbi’s right hand. This pivotal role supports a dynamic and community-focused Rabbi in managing the full scope of his responsibilities — from scheduling and communications to content publishing and creative projects. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, and is committed to enabling the Rabbi to focus on his highest-impact work. Core Responsibilities Calendar & Schedule Management • Manage the Rabbi’s day-to-day and long-term calendar using Google Calendar, including daily to-do lists, call lists, and task prioritization based on urgency and importance. • Coordinate all logistics for appointments, meetings, and travel arrangements, ensuring smooth transitions and timely preparation. • Provide proactive reminders and notifications to keep the Rabbi on schedule and enable seamless time management. Task & Project Management • Use Asana and/or Trello to convert calls, messages, and requests into organized, actionable tasks categorized by type and urgency. • Conduct weekly project management reviews: track progress on ongoing projects, follow up on open items, and ensure timely completion. • Identify bottlenecks and inefficiencies in existing workflows and proactively implement solutions to optimize productivity. Communication & Correspondence • Monitor, triage, and respond to all of the Rabbi’s communication channels (email, calls, messages) with professionalism and timeliness. • Act as a first point of contact: divert routine inquiries from reaching the Rabbi directly by responding through your own channels and scheduling appropriate interactions. • Prepare daily roll-up summaries highlighting bottlenecks, community member follow-ups, and items requiring the Rabbi’s input. • Maintain organized email and spreadsheet records (Google Sheets/Excel) for tracking communications, schedules, and ongoing projects. Content & Digital Management • Format, edit, and upload the Rabbi’s Shiurim and podcast content to platforms such as SoundCloud and YUTorah, ensuring accuracy and accessibility. • Design album artwork, project tiles, flyers, and other visual assets using Canva, maintaining a cohesive and professional brand aesthetic. • Transcribe and edit interviews for the “Simcha Spotlight” (Bar/Bat Mitzvah features) for the Shul newsletter. • Approve Shul flyers and promotional materials from the office. Administrative & Operational Support • Participate in weekly team meetings and daily check-ins to review priorities, assignments, and upcoming events. • Assist with day-to-day logistics, including occasional in-person administrative support as needed. • Gradually assume additional responsibilities from the Rabbi over time, allowing him to focus on his core mission. • Coordinate event logistics and ensure all details are accounted for and executed effectively. Confidentiality & Discretion This role requires a high level of professionalism, sensitivity, and discretion. Rabbis regularly provide guidance on deeply personal and complex life matters. All communications, scheduling, and materials must be handled with strict confidentiality and sound judgment at all times. Qualifications • Minimum 3+ years of experience as a personal or executive assistant, or in a similar administrative role. • Experience coordinating events, meetings, and multi-stakeholder projects. • Familiarity with Jewish practices, customs, terminology & Hebrew typing is a huge plus, but not required. • Comfortable working in a dynamic, fast-paced environment with shifting priorities. Skills & Competencies • Exceptional organizational skills with the ability to multitask and prioritize effectively under pressure. • Outstanding attention to detail in scheduling, correspondence, and materials preparation. • Strong written and verbal communication skills with a professional and courteous demeanor. • Excellent interpersonal skills to build and maintain positive relationships with community members and stakeholders. • Proficient in Google Suite, Microsoft Office, Asana, Trello, & Canva. • Tech-savvy with the ability to quickly learn and adapt to new tools and systems. • Demonstrated ability to handle sensitive information with discretion and strict confidentiality. • Proactive problem-solving mindset with the ability to identify and resolve workflow inefficiencies. Strong time management skills with the ability to meet deadlines and manage competing priorities. • Initiative and willingness to gradually take on expanded responsibilities over time.