Administration Assistant

The Administration Assistant will provide comprehensive, proactive and reactive
administrative support to the Snow Foundation’s Canberra 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.
• 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:
  o Setting up organisational profiles, users, agreements, grant details and invoicing.
  o Tracking grant progress, project status, and reports.
  o Ensuring data integrity, including tagging, labels, and theme coding.
  o Generating and processing grant letters and agreements, including obtaining
  signatures.
  o Analysing grants data and coding against themes for reporting and dashboard
  updates.
  o Creating dashboards and reports about grants data for internal and external
  comms.

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