Job Opportunities

ADMINISTRATIVE ASSISTANT

Part-time, 15-20 hours per week
Hourly rate based on experience.

Saratoga Springs Preservation Foundation is currently hiring for the part-time position of Administrative Assistant. This 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.

Founded in 1977, the Saratoga Preservation Foundation is a private nonprofit that preserves and enhances the architectural, cultural, and landscape heritage of Saratoga Springs. This is accomplished through advocacy, education, technical assistance, and restoration projects. The Foundation is led by a diverse, volunteer board of active and engaged individuals dedicated to preserving Saratoga Springs.

RESPONSIBILITIES 

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.

Bookkeeping Assistance

• 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.

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.
• Facilitate events and education programs as requested
• Post events on local and regional event calendars.

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, including managing Sunday Stroll docent and assistant schedule.

Other Duties

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

Requirements

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 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.

Salary Range: Hourly rate based on experience.

Saratoga Springs is nestled between the picturesque Adirondack Mountains and Albany, New York’s state capital. The area offers the perfect blend of history, arts and culture, and natural beauty. Saratoga Springs is located 30 minutes north of Albany and the Albany International Airport. New York City, Montreal and Boston are within a three-hour drive from Saratoga Springs. The broader region of Saratoga County offers an abundance of opportunities for year-round recreational and cultural opportunities. The area is known for its famous venues including the Saratoga Race Course, Saratoga Performing Arts Center, Saratoga Spa State Park, and the Saratoga Battlefield, a National Historical Park. Residents have easy access to the Adirondacks, Lake George, Green Mountains of Vermont, and the Berkshires of Western Massachusetts.

Saratoga Springs Preservation Foundation is committed to diversity as a core value and welcomes applications from individuals of all backgrounds, experiences, abilities, and perspectives. The Saratoga Springs Preservation Foundation maintains a policy of non-discrimination with all employees and applicants for employment. All aspects of employment are governed on the basis of merit, competence, and qualifications, and will not be influenced in any manner with regard to age, race, color, national origin, marital status, gender, (including gender identity and transgender), religion, sexual orientation, military status, genetic information, disability, domestic violence victim status, familial status or any other characteristic protected by law.

To Apply:

Submit an electronic cover letter, resume, and references by email with the subject “Administrative Assistant” to admin@saratogapreservation.org.  Anticipated start date October 19, 2026.

Saratoga Springs Preservation Foundation
Attention: Samantha Bosshart
112 Spring Street, Suite 203
Saratoga Springs, New York 12866
admin@saratogapreservation.org

Applications accepted on a rolling basis.

INTERNSHIP & VOLUNTEER OPPORTUNITIES

The Foundation is always looking for volunteers and interns to assist with us with fulfilling our mission.

For internship opportunities, please send your resume and/or areas of interest to:
Stephanie Hadley
Administrative Assistant
Saratoga Springs Preservation Foundation
112 Spring Street, Suite 203
Saratoga Springs, New York 12866
admin@saratogapreservation.org