About the role
Reporting to the President of the Board, you will be responsible for the day-to-day operations, events management, and general office administration as well as providing operational support to the Rabbi and Board as required.

Skills and Experience required
To be successful in this role, you will need to have several years of experience in event management and office administration, ideally within the Jewish community.

Role Description

Events Coordinator:

• Events other than Jewish Holidays
• Implement, together with Rabbi, a yearly calendar of events
• Establish an advertising schedule for each event well in advance
• Organise materials needed, catering and other logistics for each event
• Setup and assistance for the actual event
• If required on weekends, be there as a contact to see everything runs smoothly

Functions (Hall hire for events):

• Liaise with anyone wanting to have a function at shul using the hall
• Ensure all documentation for hall hire events is completed
• Ensure cleaning and setup of the hall are arranged
• Attend the shul as required to open for the setup and lock up
• If AV equipment is required, liaise with the family to test prior to the event
• Book security as required for larger functions

Bar/Bat Matizvahs:

• Liaise with Bar/Bat Mitzvah families regarding date and requirements
• Discuss options for the Kiddush
• Arrange wait staff as required for the function
• Provide access to the shul for photos (generally happens the Thursday before the Shabbat)
• Arrange for lollies and anything they need to bring to shul before Shabbat
• Arrange l’chayim drinks and snacks for the family (held on the Friday evening before Shabbat)
• Provide access to the shul for practice sessions as required
• Arrange for the family to provide some information for inclusion in the Shabbat handout
• Organise dates with the Rabbi and Program Coordinator to run the Bar/Bat Mitzvah program and arrange hall set and basic catering for the course sessions (run on Sunday mornings over a 6-week period).
• Send out weekly reminders for the course with the schedule to all participants

Jewish Holidays:

• Coordinate content to be given to our design resource for flyers for all events
• Coordinate promotion of flyers
• Arrange kiddushim, dinners (including coordinating catering) and activities as required, working with Rabbi
• Setup for services, including children’s services and the second service for the high holy days
• Coordinate and arrange cleaning requirements
• Book security in consultation with CSG
• Assist in compiling our Igeret publication
• Arrange packing and distribution of lolly bags for children’s services
• Arrange external events (e.g. Chanukah at Westfield Eastgardens with Mount Sinai College)

Oversee publicity and Shule publications:

• Coordinate compilation and distribution of weekly Shabbat newsletter and community email
• Ensure that copies of all flyers are included in the weekly shul handout
• Oversee and manage Facebook/social media
• Send out all emails notifications to the community as required

Programs:

• Liaise with relevant groups
• Arrange flyers
• Arrange refreshments and set up
• For the Knitting group, arrange for the delivery of blankets produced to various organisations

Youth:

• Liaise with youth leaders/Board Members re requirements for youth services
• Assist in arranging catering and supplies for youth events

Seating & Membership:

• Promote membership of the Synagogue
• Arrange welcome packs for new/prospective members

Secretarial:

• Prepare and issue any letters on days the secretary is not in
• Back up reception and phones as required

Shabbat:

• Setup the Kiddush items if there is no function on and order the food for the kiddushim.
• Keep track of items used for kiddushim, such as cups, plates, tot cups etc. and order when required
• Print out the shul handout and place it at the entrance to the shul
• Complete the president’s report with upcoming events, community announcements and times
• Check that all required supplies are replenished (paper towels/tissues)
• Ensure that all timers for lights, air conditioning and locks are set.

Other:

• Arrange Chesed meals for families that require assistance
• Coordinate volunteers assisting with baking and cooking
• Assist with database maintenance
• Responsibility for the shul kitchen
• Ordering of stationery and other consumables as required
• Coordinate and oversee the use of Synagogue facilities by Mount Sinai and other groups
• Liaise and coordinate cleaning and set up preparations with cleaner
• Liaise and coordinate maintenance requirements with tradesmen as required (including air-conditioning, locksmith, electrician, plumber, handyman etc.)
• Coordinate the shul security system
• Prepare a monthly Board report
• Attend Board meetings on a monthly basis

For more information or to submit your C.V. and cover letter in strict confidence, please email: apply@maroubrasynagogue.org.au