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Administrative Assistant

The Administrative Assistant position is responsible for assisting the Executive Director, Membership & Programs Director, and Preservation & Programs Coordinator with day-to-day administrative tasks.  The Administrative Assistant primarily reports directly to the Membership & Programs Director and as needed the Executive Director.  This is a part-time position requiring 15-20 hours/week.  
Office Support

  • Answer incoming phone calls and direct questions and inquiries to appropriate staff as needed as well as update phone recording to reflect current programs.
  • Maintain office procedures.
  • Make copies and file; including correspondence and related press.
  • Maintain inventory of office supplies.
  • Schedule meetings as requested.
Bookkeeping Assistance
  • Date, secure approval, and scan invoices.
  • Compile, copy, scan, and file bank deposits.
  • Reconcile Stripe, payment platform, and Little Green Light (LGL), donor management database with Bookkeeper.
Donor Database Management
  • Complete membership, donor, volunteer, event, and educational program data entry.
  • Execute monthly membership, annual appeal, and other donor correspondence and mailings.
  • Create, manage, and update reports for membership, donations, programs and events.
Project & Event Support
  • Assist with events and educational programs logistics.
  • Create events and associated forms in LGL and link to website for online registration.
  • Post events on local and regional event calendars.
  • Distribute press releases.
  • Assist with the updating the website and social media to provide current information about the organization and events.
Volunteer Coordination
  • Enter volunteer hours into LGL.
  • Ensure volunteer information is regularly updated.
  • Assign volunteer thank you calls and follow up to ensure completed.
  • Coordinate volunteers for programs, events, and mailings.
Other Duties
  • Enter new property owner data, file, and regularly mail welcome letter. 
  • Other duties as assigned.
Availability for meetings and events in the evening and weekends is required.  Must have the ability to lift and carry 30 pounds and have reliable transportation. 
Applicants must be creative, energetic, self-motivated, comfortable with a small office, and a hands-on work environment.  Qualifications include:
  • Proficiency in MS Office - Excel, Word, specifically mail merges, and Publisher. Little Green Light experience is plus. 
  • Excellent communication skills.
  • Exceptional administrative, organizational and prioritization skills and dedication to completing tasks in a timely manner.
  • Demonstrated ability to work as a team to achieve results.
  • Non-profit experience preferred, but not necessary.
  • Dedication to the Foundation’s mission and appreciation of Saratoga Springs’ special historic legacy.
 Submit an electronic cover letter, resume, and references by email with the subject “Administrative Assistant” to:
Saratoga Springs Preservation Foundation
Attention: Samantha Bosshart
112 Spring Street, Suite 203
Saratoga Springs, New York 12866
Applications accepted on a rolling basis


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