Administrative Assistant, Global Early Childhood Development

International hotelier Conrad N. Hilton established the grantmaking foundation that bears his name in 1944 to help people living in poverty and experiencing disadvantage worldwide. Today, the work continues, concentrating on efforts to ensure healthy Early Childhood Development and sustainable livelihoods for youth, support young people transitioning out of foster care, improve access to housing and support services for people experiencing homelessness, identify solutions to safe water access, and lift the work of Catholic sisters. Additionally, following selection by an independent, international jury, the Foundation annually awards the $2.5 million Conrad N. Hilton Humanitarian Prize to an organization doing extraordinary work to reduce human suffering. The Foundation is one of the world’s largest, with approximately $6.7 billion in assets. It has awarded grants to date totaling more than $3 billion, $435 million worldwide in 2022. Please visit www.hiltonfoundation.org for more information.

** Cover letter required for consideration 

The Administrative Assistant provides support to the Director of the Global Early Childhood Development (ECD) Initiative and team by carrying out various administrative activities and special projects.  This position reports to the Director, Global ECD Initiative, who will manage the workflow and performance.  

The ideal candidate must be able to work well in a close team environment. The ability to professionally and competently interact with other Administrative Assistants and staff both within the Foundation as well as with outside partners is key. The individual must sometimes be able to handle highly confidential and critical details, and interact comfortably and skillfully with senior level executives within and outside the Foundation, as well as with colleagues, vendors, and visitors. They will be expected to quickly resolve time-sensitive issues and exhibit strong organizational, written, and verbal communication skills. Attention to detail and the ability to anticipate needs are a must, especially in a fast-paced environment with shifting priorities. The individual will be expected to apply judgment, execute tasks with minimal direction, and have strong technical skills and comfort working both within a virtual and office environment. The position will support the Director and the ECD-U.S. and the ECD-East and Southern Africa teams (which comprise the Global ECD team).

RESPONSIBILITIES

Administrative Support

• Handles administrative needs of the Global ECD Initiative teams to include scheduling calendar, coordinating travel itineraries and arrangements for domestic and international trips, preparing expense reports, drafting and tracking correspondence, processing invoices, handling phone calls and mail, preparing documents and presentations, maintaining up to date contact lists, organizing key documents on the shared drive, filing, photocopying, scanning, etc.

Logistics Coordination

• Schedules meeting (team, external convening and event) logistics, including agendas, materials, refreshments, lunch orders, technical needs, etc.
• Coordinate logistics for internal and external meetings and events – book meeting rooms, create meeting agendas, print and prepare materials, order refreshments, lunches or breakfasts, schedule IT to support with any technical needs, set up conference calls, and keep all attendees updated of any additions or changes to meetings, etc.
• Take minutes/notes for meeting minutes; type up and distribute meeting notes. Upload minutes & agenda to team folders.
• Keeps team reports and reference materials updated and organized.
• Provide support with both in-person and virtual convening planning including hotel logistics, travel booking, visa document preparation, maintaining participants lists, etc.

Internal and External Relations

• Assists in developing and implementing internal systems and processes to streamline program department operations.     
• Interfaces with internal staff and external consultants, vendors and grantees as appropriate.
• Undertakes projects and other duties as assigned.
• Manage distribution and flow of documents between team members; coordinate and communicate information and deadlines to team.
• Link to the communications department for web-site and social media content as requested.
• Prepare consultant contracts, input scopes of work into Foundation template, route for approval, prepare and process payment and cover memos, and processed invoices for payment.
• Draft, track and file correspondence. Update and maintain contacts in Salesforce. Filing, photocopying and scanning as requested. Organize Director's office and paper file systems.

Expenses & Budget Preparation

• Prepares Director and SPO expense reports in Nexonia (internal finance system)
  Keeps track of necessary receipts and out-of-pocket expenses. Where necessary, convert international receipts into US currency.
• Prepares and process payment cover memos, payment memos and invoices 
• Interface with accounts payable for all invoice and expense related items.
• Compiles information for the team’s annual budget planning.

Travel Coordination

• Coordinate travel for domestic and international trips for the Director and other team members which may include preparing travel authorization forms, booking flights & hotels, obtaining visas and preparing travel itineraries.
  Register Director for conferences, seminars, plenaries and workshops.
• Liaise with conference, seminar, plenary and workshop coordinators on meeting logistics and ground transportation requirements.
• Prepare documents for Director's travel packet which include meeting information, reading materials, and speaking/presentation materials, bios of other speakers, etc.

QUALIFICATIONS

Required

• 5 years of relevant work experience, and high school diploma.
• Minimum of 5 years of administrative experience within an office environment.
• Excellent written and oral communication, customer service, and interpersonal skills with the ability to interact effectively with all levels of staff, the board and external relations.
• Resourceful and organized with a high attention to detail.
• Ability to effectively prioritize, multi-task and manage time.
• A positive attitude and high level of flexibility.
• Ability to anticipate issues and needs and takes initiative to respond appropriately.
• Works well independently and collaboratively within a team.
• High level of professionalism, diplomacy and discretion with the ability to maintain matters of confidentiality.
• Interest in philanthropy and the Foundation’s mission and priority areas.
• Proficiency in Microsoft Office Suite

• Associate degree.
• An understanding of grant-making and the non-profit sector.
• Experience with a relational database.

The hiring base salary range for this position is $64,000 to $86,000. The final base salary will be determined based on individual qualifications and experience. This is a non-exempt postion. 

About our Benefits

We value the health and well-being of our employees, some of the benefits we offer include:

• Comprehensive and generous health and life insurance options
• Relocation Pay
• Fitness benefits
• Paid holidays, time off, and parental leave
• Flexible work schedules and technology benefits
• Foundation funded retirement savings plan
• Professional learning and development and educational assistance
• Employee matching gifts to qualified non-profit organizations