Administration and Grants Assistant

The Administration & Grants Assistant will provide comprehensive, proactive and reactive
administrative support to the Snow Foundation’s Sydney Leadership and broader team whilst always
exercising sound judgment and a high level of confidentiality.

MAIN DUTIES
Administrative & Team Support
The role involves broad administrative support to various Snow Foundation team members, ensuring
smooth operations and collaboration across the organisation.

• Provide administrative support for key team members, including diary planning, scheduling,
  meeting coordination, agenda preparation and minute taking.
• Manage general enquiries inbox, ensuring efficient communication and response handling.
• Support event logistics including researching venues, booking spaces, and coordinating catering
  for Foundation retreats, dinners, and graduations.
• Support project delivery including planning itineraries, communication with stakeholders,
  booking travel arrangements and conducting general research.
• Conduct foundational research on Aboriginal and Torres Strait Island communities, ensuring
  cultural sensitivity and adherence to ethical guidelines.
• Prepare PowerPoint presentations and reports, ensuring consistency and standard templates are
  available.
• Draft and track approvals and documentation for letters, agreements, and board papers.
• Assist with financial reconciliation between the grants management and financial management
  system, also including credit card reconciliations and invoice approvals.
• Electronic filing and records management- maintain organised digital systems (grants
  management system, M-Files, SharePoint).
• Communications assistance- manage and update contacts lists, image management, media
  subscriptions, social media assistance, cross-checking annual report after design revisions.
• Build relationships with the wider Capital Airport Group including marketing, assisting with
  profiling partners.

Grant & Data Management (F1 Omnistar System)
The Administration Assistant will play a key role in supporting the organisation’s grant management
system (F1 Omnistar) and ensuring efficient administrative workflows. The primary responsibility is
to assist with grants administration, data management, and process improvement.

Key tasks include:

Managing F1 Grant System, including:

• Setting up organisational profiles, users, agreements, grant details and invoicing
• Tracking grant progress, project status, and reports.
• Ensuring data integrity, including tagging, labels, and theme coding.
• Generating and processing grant letters and agreements, including obtaining signatures.
• Analysing grants data and coding against themes for reporting and dashboard updates.
• Creating dashboards and reports about grants data for internal and external comms.

Supporting grant-related communications, including:

• Responding to enquiries via phone, enquiries inbox or social media ensuring efficient
  response processes.
• Managing contacts, Annual Report lists, and e-newsletter lists.
• Tracking and documenting actions from grant-related meetings.