Administrative Assistant

Summary

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.

Description

The Administrative Assistant provides support to the Senior Director, Strategic Partnerships, and team by carrying out various administrative activities and special projects. This position reports to the Senior Director, Strategic Partnerships, 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 successful candidate will also demonstrate commitment to diversity, equity, inclusion, and belonging.

RESPONSIBILITIES

Administrative Support

Handles administrative needs of the Partnerships team to include calendar scheduling, 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.
• Requires extensive international coordination, working in a culturally competent manner and across multiple time zones.
• 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 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. Coordinates with Partnerships Associate as necessary.
• Manage distribution and flow of documents between team members; coordinate and communicate information and deadlines to the team.
• Prepare consultant contracts, input scopes of work into Foundation template, route for approval, prepare and process payment and cover memos, and process invoices for payment.
• Draft, track, and file correspondence. Update and maintain contacts. Filing, photocopying, and scanning as requested. Organize the Senior Director's office and paper file systems.

Expenses and Budget Preparation

• Prepares Sr. 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 processes 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 Sr. Director and other team members which may include preparing travel authorization forms, booking flights & hotels, obtaining visas, and preparing travel itineraries.
• Register Sr. 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 the Senior Director's travel packet which include meeting information, reading materials, speaking/presentation materials, bios of other speakers, etc.

Requirements

• 5 years of relevant work experience, and a 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.
• Strong cross-cultural competencies.
• Resourceful and organized with a high attention to detail.
• Ability to effectively prioritize, multi-task, and manage time.
• A positive attitude and a high level of flexibility.
• Ability to anticipate issues and needs and take 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.

Desired

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

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.

**Apply at www.hiltonfoundation.org/about/careers. Resume and cover letter required for consideration.**

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

The hiring base salary range for this position is $36.41 to $45.12. The final base salary will be determined based on individual qualifications and experience.

Job Type: Full-time

Pay: $36.41 - $45.12 per hour

Expected hours: 37.5 per week

People with a criminal record are encouraged to apply

Ability to Relocate:

• Westlake Village, CA 91362: Relocate before starting work (Required)

Work Location: Hybrid remote in Westlake Village, CA 91362