Freemasons Foundation Victoria Limited is a not-for-profit organisation, committed to supporting Victorian communities through philanthropic giving and the provision of grants, bursaries and scholarships, to support stronger and healthier Victorian communities.

Reporting to the CEO, the Office and Grants Administrator is responsible for the smooth running of our day-to-day operations and supports the effective delivery of our granting programs and stakeholder communications.

Key Responsibilities:

Key Responsibilities

Office Administration & Operations

Manage general office operations, including ordering stationery and supplies

Oversee phone and IT system coordination and liaise with relevant providers

Provide professional, frontline duties including responding to incoming general enquiries and managing group inboxes

Management of SharePoint, policy maintenance and office efficiencies

Assist with basic data entry into accounting systems

Grant Administration

Assist with data entry and ongoing maintenance of grant management systems and record keeping

Follow up paperwork and enquiries with grant applicants or partners

Collect and compile data for grant impact measurement and reporting

Executive & Board Support

Provide support in the preparation and formatting of Board papers and meeting materials

Assist with scheduling and managing calendars, meetings, events and travel for executive team and Board members

Event & Communications Support

Support the planning and delivery of events and meetings

Liaise with the communications provider to supply content and information as needed as well as keeping Foundation stakeholders informed on Foundation activities

· Liaise with the communications provider to maintain and update the content of the Foundation’s website

Other Duties

Provide general administrative support across the organisation as required

Key Selection Criteria:

Essential

Previous experience in an administrative, office support, or coordination role

Excellent organisational skills and attention to detail

Confident user of Microsoft Office suite and comfortable learning new systems

Strong written and verbal communication skills

Ability to work independently and manage multiple tasks simultaneously

A collaborative approach and willingness to support a small, high-impact team

Natural affinity with and ability to connect with a broad cross-section of the community

Desirable

Experience in a not-for-profit or grant-making environment

Familiarity with CRM, grant, or accounting software

Understanding of board governance processes

This is an exciting opportunity to join an organisation with a long history of helping individuals and communities through charitable works and financial support. As part of a small team, you will play an important role in creating stronger Victorian communities. We offer a values-led and supportive workplace culture, professional development, and a flexible work structure with a 0.6 part-time role.

We look forward to hearing from you.