Executive Director Office Manager

GERRI L. MADENBERG

847-***-**** – **********@*****.***

SUMMARY: Exceptional interpersonal skills, excellent planning and organizational skills, solid financial experience including Microsoft Office and Quickbooks. Very detail oriented, outstanding oral, written and presentation skills.

EXECUTIVE DIRECTOR

The Princess Martha-Saint Petersburg, FL

August 2024 to October 2024

•Manage and oversee all day-to-day operations.

•Supervise the Marketing Director, Business Office Manager, Chef, Food and Dining Room Manager, Maintenance Director, Activities Director, Housekeeping, Transportation, and Front Office staff.

•Recruit, hire, train, and coach team under my supervision.

•Create and Maintain Activities calendar.

•Communicate and interact with residents and guests.

•Oversee payroll and all HR functions.

EXECUTIVE DIRECTOR

Temple Beth-El of St. Petersburg, St. Petersburg, Florida

January 2023- August 2024

Operations:

Manage and oversee all day-to-day operations of the Temple campus, including security and safety, IT, maintenance, and use of synagogue facilities for all programming, services, and rentals.

Works closely with the Board of Directors to update and implement approved policies and procedures.

Coordinate and manage the Temple calendars which reflect the full programmatic, educational, religious, and ceremonial activities of the Temple community.

Finance:

Supervise the financial operations of the Temple’s.

Ensure proper recording of financial transactions, report financial results, and administer cash management.

Prepare Temple operating budget in consultation with the Treasurer, Vice-President of Finance, and Finance Committee.

Manage operating budget and prepare monthly financial reports.

Monitor all expenses and revenues monthly.

Manage named funds, endowment funds, property, casualty and health insurance, and payroll.

Staff Supervision, Human Resource, and Oversight:

Oversee management of Temple’s database, ensuring maximum accuracy and efficiency in the use of the system to support the administrative and program teams.

Supervise the Communications Coordinator, Bookkeeper, Receptionist, Early Childhood Director, and Maintenance Coordinator.

Manage human resources by recruiting, hiring, training, orienting, and coaching administrative and maintenance staff.

Oversee all staff administration processes, including payroll, employment processing, compensation, health and welfare benefits, training and development, records management, safety and health, employee relations and retention, and Equal Employment Opportunity compliance.

Assist with all personnel matters, including management of personnel policies and supporting department heads with dealing with personnel issues.

Provide transparency for employee grievances, ensuring Temple’s compliance with federal, state, and local labor laws.

Development/Ways & Means:

Manage all member commitments (the process, the conversations, and record keeping).

Support, collaborate, and supervise efforts to raise funds on a short-term basis, adhering to the policies and procedures.

Support planned-giving, developing long-term relationships, cultivating, educating and stewarding human and other funding resources.

Partner in the creating of large-scale capital campaigns and coordinate the implementation of the capital works that are funded.

Support the recruitment and ongoing training and development of a diverse and balanced pool of potential lay leaders and volunteers.

Maintain Temple policies and procedures and all business records.

MANAGING DIRECTOR

Temple Emanuel of Tempe, Tempe, Arizona

February 2022- January 2023

Office Management

Responsible for the day-to-day operations of the Temple office and facilities.

Maintain and update synagogue records accurately and securely, including membership records, business records and vendors.

Review, maintain, and implement Temple policies and procedures.

Carry out other duties as are necessary for the smooth and effective functioning of the Temple.

Human Resources

Hire and supervise administrative assistant, facilities coordinator and custodial personnel.

Onboard new employees and volunteers.

Mentor and evaluate employees in reaching their highest potential.

Work in collaboration with other staff to ensure that their administrative, program, and facilities needs are met.

Facilities

Responsible for maintenance of Temple campus.

Develop plans for emergencies and disasters with updates as needed.

Act as Temple’s representative and contact person for tenants.

Oversee all construction and maintenance projects.

Oversee the rental of the facilities to members and the community at large including contracts, collections, and scheduling of staff.

Security

Manage and schedule 3rd party security services.

Prepare, implement, and maintain safety protocols and emergency plans.

Establish positive relationship with local law enforcement, keep up to date with local security trends, and attend security related events.

Financial Management

Responsible for ensuring best practices and prices with suppliers and contractors.

Work closely with Director of Finance and Executive Committee in the preparing yearly budget.

Work with Committees and senior staff to maintain accuracy of record keeping and maintain budgets.

Supervise and support to all fundraising efforts.

Communications

Review and ensure timely and professional delivery of key messages and communication to congregants and community.

Create, write, and edit other publications as deemed necessary.

Review and approve content of Temple’s website.

Responsible for Facebook Administration.

Membership and Programming

Develop and implement strategies for introducing prospective members and new members to the Congregation.

Meet all prospective and new member families and establish a positive relationship to help integrate them to the synagogue community.

Market Temple programs and services to our members and community.

Plan logistics for High Holy Days, including member tickets and mailings, staffing, security, parking, facilities set up, etc.

Work with clergy, board, sisterhood, MOE, programming and all committees to schedule services, events, and programs. This includes marketing, facility coordination, and staff support.

Respond appropriately and expediently to all inquiries and requests.

Board of Trustees

Attend all Executive Committee and Board of Trustee meetings.

Serve as a leader, resource person, and provide recommendations and ideas to the President, and all standing committees of the Board of Trustees.

Provide monthly reports to the Executive Committee and Board of Trustees.

Carry out the decisions and plans of the Board of Trustees.

Relationships Beyond Temple Emanuel

Represent Temple within the National Association of Temple Administrators and build relationships with colleagues in the valley and state, as well as, with the Union for Reform Judaism, nationally and regionally.

Represent Temple locally in appropriate organizations.

Maintain good relationships with neighbors.

DIRECTOR OF OPERATIONS

T2 Site Amenities, Highland Park, Illinois

June 2015 - August 2020 and February 2021 – February 2022 (worked remote)

●Responsible for all day-to-day operations, including customer service, bookkeeping and sales.

●Assist all customers and potential customers with product inquiries via phone and email.

●Create and process all estimates, invoices and purchase orders using Quickbooks.

●Optimize all workflow procedures. Create and implement new processing systems.

●Work with 40+ manufacturers to place orders, organize and manage logistics.

●Collect and process all customer deposits and payments.

●Collaborate with IT and CPA to enhance business systems and reporting.

●Create and distribute marketing and product information.

OFFICE MANAGER

Chabad of Kendall and Friendship Circle of Miami, Miami, Florida

August 2020 - April 2021

●Responsible for all daily administrative and facility maintenance including supplies and maintenance of equipment.

●Maintain and update database including registrations, RSVP’s and donations.

●Hire, schedule and supervise all vendors, including cleaning, security and catering.

●Oversee all aspects of High Holy Days, including memorial book, assigned seating and ordering & delivering of Holiday gift packages.

●Receive all visitors and guests on campus.

●Work with the leadership and executive team on plans and permits for new facilities including the State of Florida, City of Miami and County of Miami-Dade.

●Work side by side with the development team and program team.

BOOKKEEPER

Viking Ski Shop, Inc., Chicago, Illinois August 2014 to August 2020

(part-time)

●Reconcile all daily cash and credit card payments.

●Process and pay all invoices for merchandise and store payables.

●File and pay Use Tax and City Lease tax.

●Enter purchase orders and process inventory into a database for two store locations.

●Work one on one with owners to establish new procedures for accuracy and reporting.

OFFICE MANAGER

NA’AMAT, USA, Chicago, Illinois

August 2013 to June 2015

●Implemented new Membership Management database. Converted all information from outdated database to new system.

●Purchased New Computer system including laptop, printer and phone system.

●Changed the financial system to Quickbooks. Created General Ledger, A/P and A/R journals and all related accounts.

●Facilitated all fundraising aspects of organization, including Annual Spring Luncheon.

●Created a new Young Woman’s group to grow the organization.

●Attended monthly Board Meetings.

●Worked closely with the National Office.

●Managed and facilitated all day-to-day operations, including answering telephones, greeting members and processing2 all financial information.

EXECUTIVE DIRECTOR

Temple Beth-El, Northbrook, Illinois September 2010 – June 2013

Personnel Management

●Supervise all administrative, clerical, maintenance, and any other non-clergy/professional staff in accordance with established policies.

●Work with the Temple President and Board of Directors in establishing, reviewing, and updating personnel procedures, standards, and employee benefits.

●Develop, implement, and maintain appropriate processes and systems for efficient administration of the office and congregation.

Fiscal Management

●Supervise and oversee all accounting functions, including receivables, payables, payroll and restricted funds.

●Prepare the annual budget with the Budget Committee, Senior Staff, and Committee Chairs.

●Coordinate contractual agreements with outside vendors, contractors, consultants, and other providers of services.

●Manage the Temple’s operational budget.

●Prepare a MUM financial report to the URJ.

Facilities Management

●Responsible for the maintenance and improvement of synagogue facilities.

●Responsible for the maintenance and upgrade of synagogue equipment and assets.

●Maintain and grow rental of facilities.

●Assure maintenance, cleanliness, readiness, security, and safety of the physical facilities.

Religious Services and High Holy Days

●Assure proper organization and readiness for all religious services and holy day observances.

●Oversee all administrative aspects of the High Holy Days including, but not limited to, membership data, verification of eligibility to receive tickets, memorial book, ushers, security, and all logistics for community services.

Membership Management

●Assure maintenance of accurate membership records.

●Provide information to prospective members.

●Provide sensitive assistance to members seeking dues relief where financial hardship exists.

●Foster membership retention.

●Resolve delinquent member accounts and ensure timely collections.

●Provide a monthly membership report to the Board.

●Serve as a resource to the Membership Committee.

●Provide effective conflict resolution.

Communications Management

●Oversee all printed material, electronic and other communications that are distributed under the synagogue’s name.

●Website updating and maintenance oversight in coordination with the Director of Family Life.

TEMPLE ADMINISTRATOR

Lakeside Congregation for Reform Judaism, Highland Park, Illinois

August 2006 –September 2010

●Responsible for the day-to-day administration and smooth functioning of the Synagogue, including supervision of the Office Staff, Maintenance Staff and volunteers.

●Responsible for all logistical aspects of Worship services, lifecycle events, all regular programming, special events, preschool events, adult classes and religious school.

●Perform all financial aspects of the congregation, including payroll, accounts payable, accounts

Receivables and bank reconciliation, Oversee relationships with banks and other financial institutions. Works closely with the treasurer and budget committee in establishing a budget.

●Oversee and assure adequate insurance coverage in all areas including property, casualty, liability, workers’ compensation and D&O.

●Responsible for the security and safety, cleanliness, and proper and timely maintenance and repair of all synagogue facilities and equipment.

●Serves as first contact for prospective members, personally meeting and speaking with each. Maintain accurate and complete membership database information and hard files. Revised all membership materials including membership packet and letters.

●Manage and oversee all aspects of the High Holy Days including tickets, services, ushers, luncheon and break-the-fast.

●Review and oversee all communications sent out from the synagogue including our newsletter, emails, marketing and advertising materials.

●Attend all board meetings, staff liaison to Lakeside sisterhood.

●Elected Treasurer of the Chicago Association of Synagogue Administrators.

MEMBERSHIP DIRECTOR / ASSISTANT EXECUTIVE DIRECTOR

Temple Sholom of Chicago, Chicago, Illinois

July 2002 - August 2006

●Assist the Executive Director with a variety of tasks including membership services, facilities management, volunteer coordination and employee & building supervision.

●Responsible for being the first contact with prospective and new members. Set up and maintain prospective member databases and membership files. Coordinate new members with their interests in Temple groups and committees.

●Responsible for the content of the Temple’s membership information and publications.

●Staff liaison to our Membership Committee.

●Prepare annual membership budget and monthly membership reports for the Board of Directors.

●Responsible for all New Member Events including advertising, programming and coordinating food, drinks and facilities set-up.

●Supervise Custodial and Maintenance staff. Oversee all aspects of upkeep and care of our historic building, grounds and parking lot.

●Work with congregants on their life-cycle events. Help coordinate facility & kitchen use, costs, equipment use and room set-ups. Draw up contracts for congregants and their vendors. Work closely with florists, caterers, party planners, videographers and photographers.

●Assist in the maintenance of the Temple master and weekly calendar, coordinating Temple programmatic activities.

●Reinvented Empty Nester Group, created Young Couples Club and Young Couples with babies groups to meet the various needs of these Temple populations.

●Assist the Executive Director with all tasks related to High Holy Days, including ticketing, procurement of ushers, usher assignment and usher orientation process.

EDUCATION:

Florida Atlantic University

Bachelor’s in business administration - Finance and Accounting, 1988

Roosevelt University Post Graduate Work

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