Clergy Office Manager & Executive Asisstant (Bath/Egl)

Our employer is Canada’s largest Conservative synagogue, serving more than 4,000 members and standing as a hub of Jewish life, learning, prayer, and action. Our mission is to build meaningful Jewish lives in an engaged community.

They offer the community opportunities to grow spiritually, socially, culturally and educationally, as well as the ability to take part in more than 300 programs annually.

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Position Summary

Working for the Congregation, this position leads the Spiritual Leadership Team (SLT) administrative pool and serves as the Executive Assistant and partner to the Senior Rabbi. The Clergy Office Manager is responsible for the overall operation, systems, and performance of the SLT Administrative Pool.

This role supervises one Executive Assistant and is accountable for ensuring that the full Spiritual Leadership Team is supported consistently, professionally, rigorously, and with care.

This is a senior executive administrative position requiring the ability to manage multiple projects and portfolios simultaneously, exercise sound independent judgment, work fluently with data and CRM systems, and appreciate the diverse roles a synagogue plays in its members' lives.

The SLT Administrative Pool supports the full eight-person Spiritual Leadership Team. The position holds primary responsibility for the Sr. Rabbi's office and for the design and management of the shared systems, workflows, and standards that govern both the clergy administrative pool and development office support functions.

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Responsibilities

Senior Rabbi & Clergy Executive Support

• Serve as the primary executive assistant to the Sr. Rabbi, managing his calendar, correspondence, scheduling, and priorities with precision and discretion.
• Arrange, confirm, and prepare briefings for meetings by obtaining relevant information, materials, and research in advance to properly prepare the Sr. Rabbi.
• Prepare and manage correspondence, reports, emails, memos, board materials, donor communications, and grant submissions on behalf of the Sr. Rabbi.
• Coordinate the Sr. Rabbi's pastoral appointments, lifecycle engagements and events, speaking commitments, and community relationship-building activities.
• Support the Sr. Rabbi's public voice initiatives, including media appearances, publications, and digital content.
• Arrange travel accommodations and itineraries prior to trips and conferences.
• Reconcile expense reports monthly as needed.

Pool Leadership and Supervision

• Supervise one Executive Assistant, providing day-to-day direction, workload management, and performance support.
• Assign and manage work across the pool, ensuring equitable distribution, appropriate coverage, and consistent quality of support to all SLT members.
• Conduct regular check-ins with the pool EA to align priorities, share information across portfolios, and address issues proactively.
• Serve as the escalation point for complex, sensitive, or urgent administrative matters across the pool.
• Support the onboarding and ongoing development of pool staff.

Systems Design and Management

• Design, implement, and maintain the administrative systems that support the SLT: scheduling platforms, communication protocols, filing structures, and workflow tools.
• Develop and maintain shared templates for correspondence, lifecycle coordination, program planning, meeting management, and donor stewardship.
• Implement and optimize CRM usage (PastoralReach and ShulCloud) across the SLT, establishing standards for pastoral tracking and reporting.
• Identify and implement process and technology improvements that increase SLT Office effectiveness.

SLT Coordination

• Prepare agendas and briefing materials for SLT meetings; attend meetings and record minutes with action items and carry out appropriate follow-ups.
• Coordinate shared SLT calendaring across High Holy Day preparation, lifecycle seasons, and programming cycles.
• Liaise with the Executive Director and departmental staff on behalf of the SLT as required.
• Coordinate and oversee the booking of lifecycle events, including preparation of corresponding certificates and documentation as divided between the pool.
• Oversee conversion candidate coordination for the spiritual leadership team - tracking candidate progress, organizing conversion documentation, and scheduling Beit Din proceedings - with day- to-day meeting scheduling delegated to and performed by the supervised Executive Assistant under this role's quality oversight.
• Compose emails and correspondence on behalf of SLT members and provide appropriate follow- ups.
• Prepare presentations and reports as required.
• Assist members of the congregation as required; serve as a warm, professional first
• Maintain the strictest confidentiality.
• Attend programs and events as required (flexible time schedule).
• Perform other duties as assigned. Routine tasks such as member mailings and reception relief are primarily assigned to the supervised Executive Assistant; this role covers only when needed.

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• University or College Degree
• Knowledge of Jewish culture, traditions, and observances
• Hebrew reading proficiency (decoding) required: this role verifies and produces Hebrew text in lifecycle certificates, conversion documentation, and donor/bulletin materials, and coordinates scheduling against the Hebrew calendar; conversational Hebrew is an asset but not required
• Minimum 5 years' experience supporting a senior executive, preferably within a non-profit, faith- based; prior supervisory or team leadership experience an asset
• Experience with CRM database management
• A keen attention to detail, proven track record of self-direction, follow-through and dependability
• Team leader and team player; sound independent judgment
• Professionalism, discretion, hospitality, confidentiality and strong customer service / welcoming ability
• Systems thinker: ability to design, document, and hold a team accountable to administrative processes and standards
• Strong analytical skills; ability to synthesize data into clear reports and donor-facing impact narratives
• Strong MS Office and computer skills; experience with scheduling, calendar maintenance (CRM, Doodle, Calendly, etc.)
• Familiarity with database management (e.g., ShulCloud, PastoralReach, or comparable CRM)
• Excellent written and oral communication skills