Administrative Assistant

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

• Answer incoming phone calls and greet in-office visitors. Direct questions and inquiries to appropriate staff as needed.
• Maintain outgoing voicemail message 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.

• Date, secure approval, and scan invoices.
• Generate and submit reports to third party payroll company
• Compile, copy, scan, and file bank deposits.
• Reconcile Stripe, payment platform, and Little Green Light (LGL), donor management database with Bookkeeper and Development Director.

• 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.

• Assist with events and educational programs logistics.
• Facilitate events and education programs as requested
• Post events on local and regional event calendars.

• 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, including managing Sunday Stroll docent and assistant schedule.

• Assist with merchandise orders.
• Manage Building History & Plaque Program orders.
• Other duties as assigned.

• Proficiency in MS Office - Excel, Word, specifically mail merges, and Canva. Little Green Light or comparable donor management 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.
• Availability for meetings and events in the evening and weekends.
• Non-profit experience preferred, but not necessary.
• Dedication to the Foundation’s mission and appreciation of Saratoga Springs’ special historic legacy.
• Must have the ability to lift and carry 30 pounds and have reliable transportation.