Administrative and Development Assistant

Job Title: Administrative & Development Assistant

Pay Rate: $20.00 – $25.00 per hour, non-exempt, $17,500 – $20,000 per year starting

Commensurate with level of experience, skill, and responsibility identified

Part-Time: Initially up to 50% FTE / 16-20 hours per week

Schedule: Flexible

Monday and Friday meeting availability preferred

Terms: As soon as filled through December 2026

1 season initial employment contract with renewal assessed at the year’s end

Organization size: 5+ part time employees

Reports to: Executive Director

Location: North Philadelphia 

Must be able to work in-person in Strawberry Mansion, Philadelphia and remotely

How to Apply: Please submit a resume, cover letter and 2-3 professional references to fairamountfoodforest@gmail.com

*Please include what motivates you to pursue this position and our company, and why you are the best candidate to help advance our nonprofit in alignment with its goals, plans and policies

Job Summary

The Administrative and Development Assistant will perform administrative duties related to office management, bookkeeping, communications, fundraising efforts and grants management. The position will work with and report to the Executive Director and will perform routine duties that support the nonprofit to achieve organizational goals.

Our organization is looking for an Administrative and Development Assistant to support the administrative and fundraising aspects of our nonprofit. If filled, this position is responsible for managing records and bookkeeping for the nonprofit, assisting with grant writing and reporting, assisting in organizing and implementing fundraising efforts, and assisting in communications. This includes donor cultivation, other fundraising activities, and a wide range of administrative support. Our ideal candidate is looking for part time employment with room for growth and has experience in attracting financial support for an organization, improving fundraising efforts, and in communications and office work supporting small business. While we prefer candidates with a degree, we are willing to onboard the right person as long as they have the relevant skills, a commitment to independent pursuit of further education and professional development, and the ability to work independently and as part of a team. If you align with a majority of the job description but not with some items, we encourage you to apply and further discuss your fit for this position and company.

Applications submitted by March 2nd, 2026 will be prioritized, with consideration for applicants on a rolling basis until filled.

Responsibilities

• Maintain records of all income and expenses, including Quickbooks accounting and realtime financial modeling and assessment.
• Assist in the development and implementation of annual fundraising campaigns including donor cultivation, fundraising events, revenue generation, and other activities.
• Assist in grant writing, grant reporting, and maintain grant tracking systems.
• Manage bi-weekly payroll.
• Assist in the development and execution of contracts, issue contract payments, and manage reimbursements.
• Assist in updates to recordkeeping and data collection practices, perform data entry, and assist in data analysis.
• Assist in developing, editing and proofreading reports, letters, newsletters, event listings, event reminders, organizational documents, program supporting materials, marketing materials, and the website.
• Assist in the procurement of program supplies.
• Provide general administrative assistance and assist with other administrative functions as needed.
• Present weekly updates and monthly reports to the Executive Director and committees as requested.
• Schedule and attend meetings with the Executive Director, in-person and virtually, on a weekly to monthly basis.

Qualifications

• 2-5+ years in a role with similar responsibilities
• Excellent interpersonal and communication skills and ability to interact professionally with a wide range of people, including staff, colleagues, community members, partners, funders, and other external organizations.
• Strong working knowledge of Microsoft Office, Google Suite, Quickbooks, spreadsheets and digital and physical record keeping systems.
• Demonstrated experience and success in fundraising for an urban nonprofit, similar organization in Philadelphia, or with a similar community group.
• Strong writing skills and verbal communication
• High degree of accuracy and attention to detail in the performance of administrative tasks
• The ability to work efficiently, meet deadlines, and achieve goals

REQUIREMENTS

• Acknowledge and comply with Conflict of Interest and Employment and Company policies
• Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties, maintaining strict confidentiality of privileged information.
• Ability to work independently and as part of a team, both following directions and also organizing, setting priorities, troubleshooting, and exercising sound judgment independently within areas of responsibility.
• Ability to calmly navigate competing and shifting priorities within a lengthy list of administrative tasks within the time allotted to the role
• Operate a personal computer efficiently, using word processing, spreadsheet, accounting software, database software, printers, filing systems, and other standard office equipment.
• Type accurately at a speed necessary to meet the requirements of the position.
• Communicate clearly and effectively, both orally and in writing.
• Read and reply to email promptly multiple times per week
• Communicate by text and phone call promptly multiple times per week
• Establish and maintain highly effective working relationships with staff, project partners, residents, committee members, representatives of civic and community groups, the media, the public, elected officials, foundations, donors, and others encountered in the course of work.
• Ability to work positively and productively with diverse demographics, people with varied social and political perspectives, and a wide range of life experiences.
• Ability to use a high degree of tact, diplomacy, professionalism and discretion in dealing with sensitive situations and interpersonal conflict with concerned internal and external parties.
• Ability to set, maintain, and respect healthy personal and professional boundaries
• Ability to stay on task within the context of a vibrant and dynamic social environment
• Ability to perform administrative tasks and office work for long periods of time
• Ability to explain the work of Fair Amount Food forest in plain and professional language
• Proactive communication regarding scheduling conflicts, schedule adjustments, and organizational adjustments for a minimal amount of stress in meeting deadlines
• Reliable transportation to an office location in Strawberry Mansion and locations in East Fairmount Park
• This position requires a personal computer and the ability to comply with digital security protocols

Preferences

• Past experience and familiarity with urban gardens, food access, and outdoor educational programs.
• Associate degree, Bachelor’s degree, or several years of relevant industry experience.
• Potential assistance in event staffing, event tabling, and other opportunities for company representation.

Organization Overview

Fair Amount Food Forest (FAFF) is a 2 acre community farm and educational garden in Philadelphia’s East Fairmount Park, organized since 2016 and implemented since 2021. Open and welcoming to all visitors and participants as a public space, FAFF prioritizes and serves the Strawberry Mansion neighborhood and adjacent North Philadelphia areas. FAFF is entering its 6th year working on the land and as a nonprofit with a relatively small budget and staff and significant outputs of frequent garden volunteer programming, all ages public education, local food donations, a newly established farmers market, community events, a developing youth program, and a number of locally rooted partnerships. At this point in our organization’s development, we are looking to support the growing administrative and development demands of the organization; maintain and improve existing initiatives and programs; and to grow financial resources that support the public garden, its programs, and community service.

The Fair Amount Food Forest’s Focus is based on three mutually supportive pillars: 

Local food access through food production & distribution, garden education, food pantry partnership, and facilitating a farmers market.

Education in cultivation, harvesting, processing, preparation, and utilization of fruits, nuts, vegetables, and herbs for all ages and local youth.

Community in facilitation of local participation in, enjoyment of, education from, benefit derived, and definition of mission-driven nonprofit-supported services.

The Fair Amount Food Forest’s Vision is to establish a multi-faceted community learning center and gathering space to explore and steward healthy relationships with each other and the environment through growing fresh, healthy food.

The Fair Amount Food Forest’s Mission is to foster a community-based, publicly-accessible, and educational food forest garden on public land.