Executive Assistant

Position: Executive Assistant
Work Set-up: In-office/Hybrid
Benefits: PTO & Health Insurance compensation

Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a Rabbi in managing his diverse responsibilities, including administrative tasks related to his community leadership and real estate portfolio. This position requires a versatile individual capable of managing administrative tasks, maintaining efficient workflows, and alleviating the Rabbi’s workload to allow him to focus on strategic and community initiatives.

The ideal candidate will be comfortable with a dynamic and evolving set of responsibilities, eager to take initiative, and dedicated to ensuring the Rabbi’s personal and professional tasks are completed seamlessly.

Key Responsibilities:

Administrative Support

Calendar Management:

• Manage and organize Rabbi’s calendar, including creating time blocks for recurring and non-recurring activities.
• Schedule meetings, follow-ups, and tasks, ensuring optimal use of time.

Data Management and Documentation:

• Handle document preparation, filing, and scanning for signature and submission.
• Obtain necessary documentation from real estate lawyers and other professionals.
• Oversee the submission of required files and paperwork to facilitate real estate acquisitions and other projects.

Meeting and Task Management:

• Follow up on meeting outcomes by identifying action items and scheduling them accordingly.
• Coordinate with relevant parties to gather information, complete paperwork, and ensure all follow-up tasks are addressed.

Accounting Support

• Review and categorize credit card transactions and account activity in real-time.
• Manage receipts and provide necessary documentation to the bookkeeper for accurate accounting.
• Assist with financial tasks such as tracking donor fund transactions, ensuring proper documentation, and coordinating with recipient organizations to obtain required letters.
• Address outstanding questions or discrepancies in transactions promptly, preventing delays.

Donor Fund Management

• Manage and track incoming and outgoing funds, differentiate between donations, loans, and other transactions, and handle all associated paperwork to ensure accurate record-keeping.
• Maintain communication with recipient organizations nationwide to obtain required documentation and oversee the increasing volume of donor-related transactions and records.

Property Management

Administrative Tasks:

• Managing communications via email, phone, or text with tenants, vendors, and utility providers.
• Addressing maintenance requests by coordinating with vendors or contractors.
• Tracking rent payments and following up with overdue tenants.
• Work closely with the Rabbi to learn the systems and processes for property management.
• Train and/or supervise the potential next Property Manager.

Property Transaction Reconciliation:

• Organize and update databases of transactions related to property sales and management.
• Analyze and break down transactions for each tenant and utility, ensuring accuracy.
• Determine any outstanding balances between the Rabbi, new buyers, and tenants, and follow through on resolving them.
• Create proper transaction sheets and provide clear documentation for all parties involved.

Community Communications and Engagement

• Assist in curating and organizing necessary information for community communications.
• Help re-establish weekly emails, newsletters, or other communications to the community.
• Oversee the community event calendar, ensuring that relevant information is shared timely.
• Support the Rabbi in staying connected with the community via email, social media, or other channels as required.

Project Administration and Execution

Take initiative in managing various projects, ensuring all necessary tasks are completed by deadlines. This may include:

• Real Estate Research: Gather and compile publicly available property information such as property names, square footage, tax data, and other key metrics. Organize the data into a spreadsheet for evaluation and decision-making.
• Center Development: Assist with initial planning and ongoing project support for the development of a community center (synagogue/ritual bath house). Collect information, coordinate tasks, and monitor progress.
• General Project Support: Drive projects to completion, providing back-end administrative support, and ensuring smooth communication between all parties involved.
• Research and Documentation: Conduct research on topics as needed, particularly for real estate, development projects, and any other areas of interest.
• Prepare documents and spreadsheets for project tracking, evaluations, and decision-making.

CRM and Mailing List Management

• Clean and update the mailing list to ensure accuracy and remove outdated contacts.
• This may involve moving data from an Excel sheet into a more dynamic CRM system if one is adopted in the future.
• Regularly maintain the CRM system to ensure that contact information is up-to-date and segmented for targeted communication.

Qualifications:

• Minimum 5 years of office experience, preferably in an executive support or administrative role.
• Strong organizational and time-management skills with the ability to prioritize effectively.
• Proficiency in Google Suite (sheets, docs, calendar, drive).
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with confidentiality and discretion.
• Experience managing calendars, coordinating tasks, and overseeing documentation.
• Familiarity with property management or donor fund administration is a plus.

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 5 years (Preferred)

Ability to Commute:

• Rockford, IL 61107 (Required)

Work Location: In person

Salary : $60,000 - $75,000