Title: Administrative Assistant (Full-Time)

Location: Hybrid – In Person inBrooklyn, NY, and Remote

Work Environment

Location: Kolot Chayeinu office in Park Slope, Brooklyn, and Remote.
Team: Collaborative, mission-driven staff and volunteers; inclusive and welcoming culture.
Schedule: Full-time, standard office hours with some after-hours event support as needed. Schedule Flexibility and Comp Time available.
Environment: Fast-paced nonprofit setting with regular interactions with clergy, staff, Board members, volunteers, and participants.

ABOUT KOLOT

Kolot Chayeinu / Voices of Our Lives is a 30-years-strong, fast-growing, progressive unaffiliated Jewish congregation in Brooklyn, NY with over 450 households. Kolot is a place of inclusive ritual, supportive community, dynamic educational programming and the relentless pursuit of social justice, in alignment with Kolot’s Mission Statement.

POSITION OVERVIEW

Kolot Chayeinu seeks a detail-oriented, personable Administrative Assistant to support daily operations, board and committee coordination, program logistics, and member engagement. The ideal candidate is reliable, service-minded; has strong organizational and communication skills; and is comfortable working in a Jewish community environment. This role reports to the Managing Director and provides essential administrative support to staff, clergy, volunteers, and program participants.

RESPONSIBILITIES

Administrative Support

Manage calendar coordination, meeting logistics, and scheduling for the two senior clergy with discretion and professionalism.
Maintain organized digital and physical filing systems (documents, invoices, contracts, donor records, photos) and ensure data integrity.
Support Managing Director in preparing correspondence, reports, presentations, and meeting agendas; disseminate as appropriate.
Assist staff and clergy with administrative needs pertaining to our B-mitzvah program.

Operations and Office Management

Monitor and order office supplies; maintain inventory and vendor relationships.
Coordinate facility needs (room reservations, equipment setup, accessibility considerations, and housekeeping requests).

Program and Event Coordination

Assist with planning, logistics, and on-site support for programs, events, services, and community gatherings (e.g., services, education programs, social events), especially around Jewish holidays and the fall High Holy Days and festivals.
Support registration, attendee communications, and follow-up for events; maintain participant lists and contact databases.
Collaborate with program staff to ensure materials, signage, and supplies are ready for events.
Support the Director of Lifelong Learning in preparation, printing, and transportation of Youth & Family Program materials weekly in person Mondays and Thursdays, 2:00-3:00 p.m.

Membership and Communications

Maintain and update constituent databases (membership, volunteers, donors) with accuracy and confidentiality.
Assist with outreach and communications: newsletter preparation, event invitations, and email campaigns as-needed.
Respond to member inquiries with warmth and professionalism; forward requests to appropriate staff, clergy, or lay leaders.

Compliance, Security, and Confidentiality

Uphold privacy and confidentiality of donor, member, and staff information in accordance with organizational policies and applicable laws.
Assist with compliance tasks as directed (e.g., safeguarding, safety protocols, and document retention policies).

Volunteer and Community Relations

Support volunteer recruitment, onboarding, scheduling, and recognition.
Foster a welcoming, inclusive atmosphere for community members and visitors.

QUALIFICATIONS

Education: High school diploma or equivalent; associate or bachelor’s degree preferred.
Experience: 2+ years of administrative or office management experience; nonprofit, synagogue, or Jewish community organization experience is a plus.

Skills

Excellent written and verbal communication.
Strong organizational and time-management abilities; ability to multitask and prioritize.
Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and/or SquareSpace; familiarity with CRM or donor management systems a plus, including ShulCloud, Mailchimp, and monday.com.
Attention to detail and high level of accuracy.
Service-oriented with a collaborative mindset.

Interpersonal Qualities

Professional, approachable, and culturally sensitive; able to engage respectfully with diverse staff, members, volunteers, and community partners.
Sensitive to power and privilege dynamics with regard to race, class, gender, sexuality, ability, age and more.
Ability to work under pressure and adapt to changing priorities in a dynamic community setting.

Technical/Operational

Comfortable using office equipment (multifunction printers, phones, AV equipment).
Basic understanding of data privacy and record-keeping best practices.
Availability to work occasional evenings or weekends for events, with occasional flexible scheduling.

Preferred Qualifications

Experience in Jewish community organizations or familiarity with Jewish services, holidays, and practices.
Experience coordinating volunteers and events in a nonprofit context.

Performance Expectations

Demonstrates reliability and punctuality; meets deadlines and maintains high-quality administrative outputs.
Maintains confidentiality and demonstrates integrity in handling sensitive information.
Contributes to a welcoming, organized, and efficient office environment.
Proactively identifies process improvements and communicates effectively with leadership.

SALARY AND BENEFITS

Salary: $45,000-$55,000 annually, commensurate with experience
Benefits: Health insurance package, paid time off, sick leave, optional vision and dental coverage
Professional development: Opportunities for training and growth within the organization.

TO APPLY

Please submit: resume, a cover letter outlining your fit for Kolot and your relevant experience, and two professional references.
Submission method: Email HaraConnell@kolotchayeinu.org
Application deadline: Rolling
Start date: As soon as possible

Important Notes

This job description is a general overview of responsibilities and qualifications and is not intended to be an exhaustive list. Duties may be added, removed, or modified to meet organizational needs.
As an Equal Opportunity Employer, Kolot Chayeinu is committed to prioritizing diversity and inclusion in its employment practices. Sephardic and Mizrahi Jews, people of color, women, people with disabilities, immigrants, LGBTQ+ people, and people who live or have lived in poverty are strongly encouraged to apply. Must have proper legal documentation to work in the US.

Kolot Chayeinu

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