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Central Synagogue is a thriving reform congregation in midtown Manhattan, serving 2,500 families and the larger community. We work tirelessly toward a world in which Judaism is central to the lives of Jews everywhere and is a profound and positive force for humanity. We are relentless in our pursuit of that goal, constantly evolving to reach far beyond the walls of our synagogue to learn, worship, serve and continually redefine what it means to be Jewish today. For more information about our organization visit www.centralsynagogue.org.
The Executive Assistant reports to the Executive Director and plays a critical role in the coordination of Board activities to ensure effective oversight of meetings, communications and compliance with our bylaws. He/she also plans and maintains the annual calendar for key events for staff and board, coordinates all staff meetings and events, board events, as well as special congregational events including the annual meeting. He/she plays a critical role in the High Holy Days including coordination of our community service, and other projects as needed, including, for example, oversight of work planning across the Executive Director s team. He/she also supervises the front desk/receptionist who manages our main phone line, office supplies and other related tasks. Additionally, he/she supports with assistance from the receptionist, the Executive Director with calendar management, travel, expense reporting and other administrative tasks. This individual must be comfortable in a fast-paced environment, able to work independently, and operate with a high attention to detail. He/she will interface regularly with senior staff, board, and our congregation. Outlined below is a more detailed list of key responsibilities. Given the nature of synagogue work, a great deal of flexibility and can-do attitude are essential as we work to address the needs of a large community.
It is important to note that the Board of Trustees operates at two levels: the entire Board, which has a cadence of meetings and activities; and a series of Board-led Committees that also have a separate calendar of meetings and follow-up work.
Essential Duties/Key Responsibilities:
Management of Board Activities:
Ensures high degree of organization and communications related to all Board activities and Committee meetings, establishes best practices that are followed across the organization, and plays a coordination role as needed.
Serves as internal expert on bylaws, working with the Executive Director to ensure compliance with the nominations process, required approvals and document retention.
Attends Board of Trustee meeting to build relationships with Trustees and to prepare minutes.
Establishes processes and standards to ensure effective oversight of committees and task forces, works with leaders across the organization to ensure they are following procedures and meeting documentation requirements.
Plans and oversees the Annual Meeting including the proxy and in-person voting process to nominate new Trustees and Officers, this includes working with the Communications team to send notification to the congregation, collecting votes, and preparing documents to be shared at the Annual meeting.
Annual Calendar of Key Synagogue Events:
Coordinates and manages relationships with key constituents to develop an annual calendar for all staff and board events including Board of Trustee and Executive Committee meetings, all staff events, senior staff retreats, office closings calendar and the Annual meeting.
Develops and distributes the annual calendar and ensure effective management of calendar invites, including reminders ahead of key meetings. Builds relationships with Trustees and their staff in achievement to facilitate communications.
Plans logistics for these events and oversees staff as required.
High Holy Days and Other Special Events:
Participates as an important member of the High Holidays administration team, takes the lead on key tasks as required in support of the Executive Director to ensure we have successful holidays.
Supports coordination across the administrative teams including work planning, preparation of staff scheduling, and management of sale of community service tickets, and other projects.
Manages and/or participates in other key events as required including planning of Clergy Installations and our Biennial delegations.
Supervises the front desk/receptionist to ensure timely and accurate management of correspondence to the Synagogue s general email address, phone numbers and mailing address.
Manages Executive Director s calendar and independently schedules appointments, resolves conflicts and supports her in the achievement of her goals.
Coordinates and schedules internal and external meetings and provide support for occasional travel.
Screens incoming calls and correspondence, including e-mails, and responds independently when possible, including directing inquiries to other staff as appropriate.
Works with operations team to support tasks related to the 110 East 55th street office including space utilization and purchasing of supplies as needed.
Identifies administrative needs and develops appropriate solutions and recommendations.
Works well independently by exercising discretion and independent judgement.
Keen sense of urgency and results orientated. Impeccable attention to detail and ability to execute.
Team player who builds strong, collaborative relationships across various stakeholders.
Excellent interpersonal, verbal and written communication skills.
Able to research resources, troubleshoot and solve problems. High degree of integrity, confidentiality, professionalism, and reliability.
High degree of enthusiasm, flexible attitude, open demeanor and geared to getting things done quickly and accurately.
Fast learner, takes initiative, anticipates needs, and adapts to situations as they arise.
Professional demeanor and good attitude; no task is too small.
Strong e-mail and phone etiquette.
Bachelor s Degree
5-7+ years administrative support experience, experience supporting senior executives
Proficient in Microsoft Office, familiarity with Salesforce preferred
Full-time, FLSA classification (exempt and not eligible for OT).
Monday through Thursday 9:00am-5:30pm, Friday 9:00 4:30pm, or equivalent.
Must be available to work during the High Holy Days (4 to 6 days) and during other special events and programs from time to time. Given nature of work, availability after hours, on weekends and holidays is sometimes required. Central Synagogue has a time-off policy which includes earned comp time.
To apply, please submit a resume, cover letter addressed to Marcia Caban, and three references to ...@censyn.org.
Please reference Executive Assistant to the Executive Director in the subject line of your email. Incomplete applications will not be reviewed.* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.
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