Executive and Development Assistant

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 proudly serves over 200 families across Northeast Ohio.

This position supports two leaders at Intergenerational Schools (IGS), the Chief Executive Officer (CEO) and directly reports to the Advancement Director, who also supports the organization’s marketing.

• 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

• 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…