Position:Assistant to the Executive Director and Chief Financial Officer

Supervisors:Executive Director (ED) & Chief Financial Officer (CFO)

Schedule:Full-Time

ABOUT US

Congregation Rodeph Sholom (CRS) is a large dynamic Reform synagogue at the heart of Manhattans Upper West Side and has a strong 180-year history. We are a community for all who enter our doors and our members represent the vibrant diversity of New Yorks Jewish landscape. Multi-generational families, millennials, interfaith families, lifelong New Yorkers, those new to the city, folks pursuing conversion and those exploring Judaism for the first time have all found a home at CRS.

ABOUT YOU

The Executive Assistant is ideally a self-starter with excellent judgment. They will provide high-level administrative support to the Executive Director and Chief Financial Officer in a dynamic non-profit organization. This role requires an individual who can work independently, handle confidential information, prioritize tasks, and maintain strong communication within the organization. The ideal candidate will have excellent organizational skills, is technically savvy, can manage multiple projects with a keen attention to detail.

WORK SCHEDULE

Our team works on a hybrid schedule, with 4 days in person and 1 possible remote day scheduled in coordination with direct supervisors. All our team members must be flexible and able to adapt to short-and long-term shifts in their job duties. Working hours are generally 9:00 AM to 5:00 PM (4:00 PM on Fridays); additional hours will be required on evenings and weekends for events related to the Board of Trustees.

RESPONSIBILITIES

Support Executive Director:

• Manage the Executive Directors calendar, including creating Doodle Polls as needed.
• Draft and proofread correspondence to lay leaders and vendors, reports, presentations, and other documents.
• Main point of contact for Board of Trustees:
  • Create reports from Salesforce; responsible for Board of Trustee data and dashboards.
  • Maintain both private and public Congregant records and relevant documents, ensuring that all necessary information is up-to-date and accessible.
  • Create and maintain Board of Trustees intranet.
• Process invoices and Amex bills in Concur (weekly/monthly).
• Assist with planning and execution of Annual Meeting alongside the Program Team.
• Coordinate and manage logistics for board meetings, including scheduling, creating the agenda, preparing meeting packets and PowerPoint decks, ordering food, managing board communications, being on site on day of meetings, and drafting minutes for meetings.
• Answer the Executive Directors phone line.
• Ad hoc project assistance for ED (as needed).

Chief Financial Officer Support:

• Manage CFO calendar, including scheduling internal and external meetings (in-person and Zoom) for both CRS and RSS.
• Prepare draft agendas, distribute materials, and take meeting minutes.
• Draft and proofread correspondence to lay leaders and vendors, reports, presentations, and other documents.
• Manage timelines for the School and Synagogue budget processes and Finance Committee.
• Monitor and follow up on outstanding payments or financial tasks, ensuring deadlines are met.
• Compile and submit CFOs AMEX, process invoices and check requests; track Business Department budget.
• Ad hoc project assistance for CFO (as needed).

REQUIREMENTS

• Bachelor’s degree.
• Proven experience as an executive assistant or in a similar administrative role, preferably in a non-profit environment.
• Strong knowledge of office management systems such as Microsoft Office and Zoom.
• Skilled in PowerPoint and Excel and knowledge of or ability to learn and become skilled in Salesforce.
• Excellent organizational and time-management skills, with the ability to handle multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with the ability to interact professionally with a variety of stakeholders.
• Discretion and confidentiality when handling sensitive information.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Experience with financial or budgetary tasks is preferred.

VACCINATION POLICY

• All staff must be up-to-date on their vaccines, including booster shot. Proof of vaccination required at start of employment.

APPLICATION REQUIREMENTS

• Cover Letter:Please include a cover letter with your resume that demonstrates your relevant skills and experience, plus interest in this position.

Equal Employment Opportunity Policy:

Congregation Rodeph Sholom does not unlawfully discriminate in employment opportunities or practices on the basis of ones actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin; ancestry; age; disability; alienage/citizenship status; arrest or conviction record (consistent with the provisions of New York States Corrections Law); partnership status; familial status; military service; status as a victim of domestic violence, stalking or sex offenses; veteran status; genetic pre-disposition or carrier status; or any other characteristic protected by applicable law. Employment decisions at CRS are made in a non-discriminatory manner and are based on qualifications, abilities, and merit. CRS also prohibits, and will not tolerate, any form of retaliation or reprisal against any employee who reasonably and in good faith complains of discrimination or harassment or provides information in connection with any such complaint.