Administrative Assistant

Title: Administrative Assistant (Full-Time)

Location: Hybrid – In Person in Brooklyn, NY, and Remote

• 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.

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.

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.

• 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.

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

• 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.

• 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.

• 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).

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

• 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.

• 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 Square Space; familiarity with CRM or…