Executive and Development Assistant
Intergenerational Schools, Cleveland, OH, United States
Overview
Intergenerational Schools - Leadership Team Executive and Development Assistant. This executive assistant role requires strong self-management skills and follow-through, excellent project organization, writing and technology skills, confidentiality and discretion, and a mission-aligned energy for our two-campus high-achieving charter school network that serves over 200 families across Northeast Ohio. This position supports two leaders at Intergenerational Schools (IGS): the Chief Executive Officer (CEO) and the Advancement Director, who also supports the organization’s marketing.
Duties for the CEO
Maintains CEO’s calendar and scheduling of all meetings, including careful attention to details like Zoom links, e-reminders, greeting visitors, and catering.
Prepares meeting materials, attends meetings and takes notes, develops and tracks action items, and prepares and revises correspondence and other documents as follow-up to meetings.
Writes, responds to, and edits emails, and prepares other communications on the CEO’s behalf, with growing autonomy.
Opens, distributes, reads/handles and triages mail and emails.
Creates and formats documents, reports and PowerPoint presentations.
Assists with preparation for School Board Meetings (in person) and Advisory Council meetings (virtual), including preparing and sending out materials, collecting RSVPs, taking attendance, taking and distributing meeting minutes, ordering refreshments, preparing the room including technology, and clean up.
Prepares for external engagement tours and visits, including parking and entrance directions, refreshments, handouts, and follow-up.
May serve on special projects and/or committees.
Duties for the Advancement Director
Assists with preparation for Friends of Intergenerational Schools (FIGS) Board Meetings (usually virtual) and Committee meetings, including preparing and sending out materials, taking attendance, distributing and saving meeting minutes, and occasionally ordering refreshments and preparing the room including technology and cleanup.
Assists with development and marketing reporting for internal and external development meetings, including IGS School Board Meetings and FIGS Board Meetings, and partnership work with vendors and consultants.
Maintains an up-to-date electronic and paper filing system for all FIGS business.
Works closely with the accountant, assists with deposits and documentation, pays Intergenerational Cleveland invoices and tracks expenses according to FIGS Board-approved budgets.
Coordinates with the accountant for monthly and annual gift activity reconciliation between development and accounting (prepared for the annual report).
Monitors, tracks and replies to development mail (electronic and paper) for donations and other key correspondences related to development.
Manages gift acknowledgement process and produces and mails donor letters within 48 hours of receipt of gifts.
Manages prospect and donor questions regarding gift processes.
Updates databases and mailing lists with keen attention to detail and accuracy.
Assists with and coordinates production and distribution of fundraising appeal content (both electronic and paper), including working with mail houses and printers.
Across the Organization
Builds strong relationships with IG staff and school leaders to support collaboration and communication.
Supports content collection by occasionally attending school events to take photos. Schedules, accompanies, and supports IGS interests working with photographer/videographer at the schools.
Assists with special events planning, preparation, execution, and processing of online RSVPs.
Helps reconcile end-of-year invoices to the schools for marketing and enrollment expenses incurred by Intergenerational Cleveland.
Assists in gathering requested documentation for the annual financial audit.
Other duties as assigned.
Requirements
Bachelor\'s Degree preferred.
A minimum of 3 years administrative experience with strong references available.
Must be highly organized and self-motivated with excellent verbal and written communication skills; detail-oriented; strong time management skills; track record with successful event planning; and comfort with the pace of a nonprofit/school-facing office.
Must be proficient with Microsoft Office (Word, Excel, PowerPoint, Teams); Adobe products; Microsoft SharePoint; WordPress; Trello; and Canva is a plus. Bloomerang, Donor Perfect, Little Green Light, or other donor management system experience preferred.
Demonstrates ability to take initiative, anticipate needs and exercise independent and sound judgment.
We offer
Mission-centered culture.
Competitive salary; anticipated salary: $45,000-$49,000.
Competitive benefits including 12 sick/personal days, 12 vacation days annually, plus 1 week Thanksgiving, 2 weeks Winter, and 1 week Spring Breaks and all school holidays off.
This position requires 5 days in office during the school year.
Strong onboarding, job-training and coaching support.
To apply
Letter of interest that includes why you think you’re a strong match for the position, details about your technology skills, and an example of a project you’ve successfully managed.
Resume; references will be required for candidates that move through the hiring process.
#J-18808-Ljbffr
Intergenerational Schools - Leadership Team Executive and Development Assistant. This executive assistant role requires strong self-management skills and follow-through, excellent project organization, writing and technology skills, confidentiality and discretion, and a mission-aligned energy for our two-campus high-achieving charter school network that serves over 200 families across Northeast Ohio. This position supports two leaders at Intergenerational Schools (IGS): the Chief Executive Officer (CEO) and the Advancement Director, who also supports the organization’s marketing.
Duties for the CEO
Maintains CEO’s calendar and scheduling of all meetings, including careful attention to details like Zoom links, e-reminders, greeting visitors, and catering.
Prepares meeting materials, attends meetings and takes notes, develops and tracks action items, and prepares and revises correspondence and other documents as follow-up to meetings.
Writes, responds to, and edits emails, and prepares other communications on the CEO’s behalf, with growing autonomy.
Opens, distributes, reads/handles and triages mail and emails.
Creates and formats documents, reports and PowerPoint presentations.
Assists with preparation for School Board Meetings (in person) and Advisory Council meetings (virtual), including preparing and sending out materials, collecting RSVPs, taking attendance, taking and distributing meeting minutes, ordering refreshments, preparing the room including technology, and clean up.
Prepares for external engagement tours and visits, including parking and entrance directions, refreshments, handouts, and follow-up.
May serve on special projects and/or committees.
Duties for the Advancement Director
Assists with preparation for Friends of Intergenerational Schools (FIGS) Board Meetings (usually virtual) and Committee meetings, including preparing and sending out materials, taking attendance, distributing and saving meeting minutes, and occasionally ordering refreshments and preparing the room including technology and cleanup.
Assists with development and marketing reporting for internal and external development meetings, including IGS School Board Meetings and FIGS Board Meetings, and partnership work with vendors and consultants.
Maintains an up-to-date electronic and paper filing system for all FIGS business.
Works closely with the accountant, assists with deposits and documentation, pays Intergenerational Cleveland invoices and tracks expenses according to FIGS Board-approved budgets.
Coordinates with the accountant for monthly and annual gift activity reconciliation between development and accounting (prepared for the annual report).
Monitors, tracks and replies to development mail (electronic and paper) for donations and other key correspondences related to development.
Manages gift acknowledgement process and produces and mails donor letters within 48 hours of receipt of gifts.
Manages prospect and donor questions regarding gift processes.
Updates databases and mailing lists with keen attention to detail and accuracy.
Assists with and coordinates production and distribution of fundraising appeal content (both electronic and paper), including working with mail houses and printers.
Across the Organization
Builds strong relationships with IG staff and school leaders to support collaboration and communication.
Supports content collection by occasionally attending school events to take photos. Schedules, accompanies, and supports IGS interests working with photographer/videographer at the schools.
Assists with special events planning, preparation, execution, and processing of online RSVPs.
Helps reconcile end-of-year invoices to the schools for marketing and enrollment expenses incurred by Intergenerational Cleveland.
Assists in gathering requested documentation for the annual financial audit.
Other duties as assigned.
Requirements
Bachelor\'s Degree preferred.
A minimum of 3 years administrative experience with strong references available.
Must be highly organized and self-motivated with excellent verbal and written communication skills; detail-oriented; strong time management skills; track record with successful event planning; and comfort with the pace of a nonprofit/school-facing office.
Must be proficient with Microsoft Office (Word, Excel, PowerPoint, Teams); Adobe products; Microsoft SharePoint; WordPress; Trello; and Canva is a plus. Bloomerang, Donor Perfect, Little Green Light, or other donor management system experience preferred.
Demonstrates ability to take initiative, anticipate needs and exercise independent and sound judgment.
We offer
Mission-centered culture.
Competitive salary; anticipated salary: $45,000-$49,000.
Competitive benefits including 12 sick/personal days, 12 vacation days annually, plus 1 week Thanksgiving, 2 weeks Winter, and 1 week Spring Breaks and all school holidays off.
This position requires 5 days in office during the school year.
Strong onboarding, job-training and coaching support.
To apply
Letter of interest that includes why you think you’re a strong match for the position, details about your technology skills, and an example of a project you’ve successfully managed.
Resume; references will be required for candidates that move through the hiring process.
#J-18808-Ljbffr