Congregation Machzikei Hadas, the largest and oldest Modern Orthodox congregation in Ottawa, Canada, is looking for a full-time office manager. The synagogue boasts a large multi-purpose facility, with a membership of over 280 families and 175 associate member families. The Machzikei Hadas Office Manager is a key member of the Machzikei Hadas team who will help the synagogue continue on its path of growth to be the centre of vibrant Jewish life in Ottawa. The Office Manager must be able to work collaboratively, in a team environment, with a wide range of diverse stakeholders with the utmost professionalism, decorum, discretion and confidentiality. Knowledge of Judaism is not required.
Job Description: The Office Manager will have a wide range of responsibilities to ensure effective operations including, but not limited to:
• Responding to phones, email and correspondence;
• Supporting other employees (e.g., Rabbi, the Executive Director, Director of Youth and Family Programming, Superintendent) in their responsibilities;
• Drafting and/or coordinating the writing of communications materials (e.g., weekly print newsletter, bi-annual print magazines, email newsletters and correspondence) and community-wide publications (e.g., Ottawa Jewish Bulletin), as well as managing/updating the website and various social media platforms;
• Assisting the Executive Director in marketing and promotion of programs and events;
• Representing the synagogue in a professional manner through direct communication and in-person interactions with a wide range of people including the Board, volunteers, caterers, synagogue members and renters;
• Managing and processing membership forms and payments, bank deposits, credit card payments, as well as administering the Loblaws/Farm Boy card program;
• Using office software (e.g., QuickBooks, Microsoft Office, Excel, PowerPoint, Google Docs)
• Making use of database systems to ensure maximum advantage and to effectively manage operations and information;
• General office administration (e.g., filing, office organization, ordering supplies, mailings, clerical functions);
• Basic graphic design;
• Managing event rental bookings of facilities;
• Organizing weekly synagogue “Kiddush” receptions (e.g., order food, arrange for staff/volunteers, receive delivery of food);
• Coordinating logistics and registration for all synagogue programs and events; and
• Seamlessly assuming other positions, duties or functions in the office, for an interim or prolonged period of time, with little notice.
The ideal candidate must be able to: communicate with tact and diplomacy; multitask and prioritize work in an environment with many programs and competing priorities so as to effectively deliver on commitments in a timely fashion; protect confidentiality of information (including, but not limited to, donor information); implement conflict resolution strategies; pay strict attention to detail and report with a high degree of accuracy; and work independently and demonstrate initiative.
Qualifications: Associate's Degree and 3-5 years of experience.