Intergenerational Schools · 3 days ago
Executive and Development Assistant
Cleveland, OH
Full-time
Onsite
Mid Level
$45K/yr - $49K/yr
3+ years expIntergenerational Schools is a high-achieving charter school network serving over 200 families. The Executive and Development Assistant will support the CEO and Advancement Director by managing schedules, preparing meeting materials, and assisting with development and marketing efforts.
EducationPrimary EducationSecondary Education
Hiring Manager
Aaron Davidson-Bey
Responsibilities
Maintains CEO’s calendar and scheduling of all meetings, including careful attention to details like Zoom links, e-reminders, greeting visitors, catering
Preparing meeting materials, attending meetings and taking notes, developing and keeping track of action items, preparing and revising correspondence and other documents in follow up to meetings
With growing autonomy, writes, responds to, and edits emails, and prepares other communications on the CEO’s behalf
Opens, distributes, reads/handles and triages mail and emails
Creates and formats documents, reports and Power Point presentations
Assists with preparation for School Board Meetings (in person) and Advisory Council meetings (virtual), including preparing and sending out materials, collecting RSVP’s, taking attendance, taking, distributing, and saving meeting minutes, ordering refreshments, preparing the room including technology, and clean up
Prepares for all external engagement tours and visits, including parking and entrance directions, refreshments, handouts, and follow-up
May serve on special projects and/or committees
Assists with preparation for the Friends of Intergenerational Schools (FIGS) Board Meetings (usually virtual) and Committee meetings, including preparing and sending out materials, taking attendance, taking, distributing, and saving meeting minutes, and occasionally ordering refreshments, preparing the room including technology, and clean up
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 all vendors and consultants
Maintains an up-to-date electronic and paper filing system for all FIGS business
Works closely with the accountant, makes deposits and submits documentation, pays Intergenerational Cleveland invoices and tracks expenses according to FIGS Board-approved budgets
Coordinates with accountant for a monthly and annual gift (prepared for the annual report) activity reconciliation between development and accounting
Properly 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
Assist with and coordinate production and distribution of fundraising appeal content (both electronic and paper), including working with mail houses and printers
Builds strong relationships with IG staff and school leaders to support strong 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 the 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
Qualification
Required
Bachelor's Degree preferred
A minimum of 3 years administrative experience with strong references available
Must be highly organized and self-motivated excellent verbal and written communication skills; detail-oriented; strong time management skills; track record with successful event planning; a comfort with the pace of a successful nonprofit/school-facing office
Must be proficient with Microsoft Office, Word, Excel, PowerPoint, Teams; Adobe products, Microsoft SharePoint, WordPress, Trello and Canva are a plus
Demonstrates ability to take initiative, anticipate needs and exercise independent and sound judgment
Preferred
Bloomerang, Donor Perfect, Little Green Light, or other donor management system experience preferred
Benefits
12 sick/personal days
12 vacation days annually
1 week Thanksgiving
2 weeks Winter
1 week Spring Breaks
All school holidays off
Strong on-boarding, job-training and coaching support
Company
Intergenerational Schools
Intergenerational Schools connect, create, and guide a multigenerational community of lifelong learners and spirited citizens as they strive for academic excellence.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Brooke King
Executive Director of the Intergenerational Schools and CEO of Friends of Intergenerational Schools
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