Personal Assistant

Seeking a highly organized and efficient Personal Assistant to provide
comprehensive support to the Rabbi of a large Young Israel in the Five Towns. As
the Rabbi's right hand, you will play a crucial role in assisting him with his many
responsibilities, requests, meetings, events, tasks, projects, and community
interactions. Your exceptional organizational skills, attention to detail, and ability
to multitask will be vital in ensuring the smooth functioning of the Rabbi's daily
responsibilities and work-life balance.

Join our vibrant community and make a significant impact by supporting our
Rabbi in his mission to serve our congregation. Apply now with your resume and a
cover letter explaining why you would be the ideal candidate for this Executive Assistant role.

Responsibilities:
● Manage the Rabbi's day-to-day schedule in Google Calendar, including
setting up daily to-do lists, call lists, and tasks, and prioritize them based
on importance and urgency with clear details and travel arrangements.
● Monitor, triage, and respond to all of the Rabbi’s communication channels.
Divert individuals from directly contacting the Rabbi by responding via
your own channels, enforcing meeting parameters, and scheduling
appropriate times for interactions, ensuring prompt and professional
communication.
● Utilize task and project management tools, such as Trello, to convert calls,
messages, requests, and projects into actionable tasks organized by
category, and varying levels of urgency.
● Exercise utmost discretion and confidentiality in handling sensitive
information, and maintaining privacy in all interactions and
correspondence.
● Proactively review existing processes, identify bottlenecks and
inefficiencies, and implement strategic solutions to optimize workflow and
enhance productivity.
● Conduct weekly project management activities, reviewing and following up
on meetings, ongoing projects, and events that are in progress. Track steps
to completion and monitor progress, ensuring the Rabbi completes
everything in a timely manner.
● Coordinate all travel arrangements, including logistics and
accommodations, to ensure smooth and hassle-free trips.
● Prepare daily rollups for the Rabbi, summarizing bottlenecks, community
member check-ins, and other correspondence requiring his input for you
to close out. Respond to inquiries professionally and promptly.
● Format, design, and upload the Rabbi's Shiurim to various platforms,
ensuring seamless accessibility and engagement for the audience.
● Take the initiative to gradually assume additional responsibilities from the
Rabbi, providing him with more time to focus on his essential tasks.

EA/Personal Assistant Job Description

● Approve Shul flyers from the office as well as transcribe and edit interviews
for Simcha Spotlight (Bar/Bat Mitzvah interviews) for the Shul newsletter.
● Provide timely reminders and notifications to ensure the Rabbi stays on
track and exits meetings on time, allowing for efficient time management
and seamless transitions between appointments.

Qualifications:
● 3+ years experience as a personal assistant or in a similar administrative
role.
● Familiarity with Jewish practices, customs, and terminology is desirable, but
not required.
● Experience in coordinating events, meetings, and projects, ensuring all
details are accounted for and executed effectively.
● Ability to adjust to changing priorities, handle unexpected situations, and
manage the dynamic and fast-paced nature of the Rabbi's responsibilities.

Skills:
● Excellent organizational skills with the ability to multitask, and prioritize
effectively
● Exceptional attention to detail when organizing schedules, managing
correspondence, and preparing materials, ensuring accuracy and quality.
● Strong written and verbal communication skills, with a professional and
courteous demeanor.
● Strong interpersonal abilities to build and maintain positive relationships
with individuals both inside and outside the community.
● Proficient in using productivity tools such as Trello, G-Suite, & Microsoft.
● Tech-savvy and able to learn and adapt to new systems quickly.
● Demonstrated ability to handle sensitive information with discretion and
maintain strict confidentiality in all interactions and correspondence.
● Proactive problem-solving abilities and the capability to identify
bottlenecks, inefficiencies, and challenges in existing processes, and
implement strategic solutions to enhance workflow and productivity.
● Strong time management skills, with the ability to meet deadlines and
manage competing priorities.
● Ability to format and design materials using Canva
● Initiative and Proactivity: Willingness to take on additional responsibilities,
gradually assuming tasks from the Rabbi, and being proactive in managing
his schedule and activities..