Administrative Assistant

Title: Administrative Assistant (Full-Time)

Location: Hybrid – In Person in Brooklyn, 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.