Volunteer Administrative Assistant

Position Overview:
Schenectady Greenmarket is seeking a dedicated and detail-oriented Volunteer Administrative Assistant to support the Executive Director (ED) and Board of Directors with key administrative and logistical tasks. This role is critical to ensuring the smooth operation of our programs, events, and organizational priorities, directly contributing to the market's success and its mission to connect farm and city.

Key Responsibilities:

1. Project Management Support:
   
   

• Support ED in creating project plans/timelines based on outcomes/action items from board or committee meetings.

• Support ED in managing assignment of tasks from meeting notes and/or project plans/timelines including sending reminder emails to project collaborators on assigned tasks and scheduling followup calls as needed.

• Support ED in ensuring unassigned tasks are completed

2. Fundraising and Event Support:
   
   

• Assist with the market’s annual appeal and fundraising events, including logistics and communications.

• Draft and send donor acknowledgments, including handwritten thank-you notes.

• Support Board Members with donor stewardship by working with ED to update and/or prepare communication scripts for engaging with funders and helping to ensure our donor database is up to date.

• Research and assist in transitioning the market to a new donor database platform.

3. Board Development Assistance:
   
   

• Help implement board development priorities, including strategic planning, succession planning, and retreat logistics.

• Schedule reminders for board meetings and send Zoom invitations.

4. Grant and Sponsorship Support:
   
   

• Support ED in completing grant reports.

• Support ED in applying for sponsorships and small grants and/or assist ED in supporting board members to complete applications including providing necessary guidance and documentation to write and submit a strong application.

5. Market Administration:
   
   

• Support tracking and managing vendor compliance documents via email, mail, and Manage My Market.

• Handle Farmers Market Nutrition Program and Fresh Connect Coupon counting, reporting, and reimbursement submissions, including required reporting to the Department of Agriculture and Markets.

Preferred Qualifications:

• Strong organizational and time management skills.

• Ability to work independently and take initiative.

• Experience with Microsoft Office, Google Workspace, or similar tools.

• Excellent written and verbal communication skills.

• Familiarity with nonprofit operations, fundraising, or grant reporting is a plus.

Time Commitment:
Flexible hours, approximately 5–10 hours per week, depending on organizational needs and availability. Willing to work with one or two volunteers so work hours could potentially be split between 2 people.

Location: Mostly remote but some in person support requested (i.e. picking up items required to complete administrative tasks)

Benefits:

• Gain experience in nonprofit operations, fundraising, and community market management.

• Contribute to the success of a mission-driven organization serving the Schenectady community.

• Build professional skills in administration, project management, and grant reporting.