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 $7.5 billion in assets. It has awarded grants to date totaling more than $2 billion, $207 million worldwide in 2020. Please visit www.hiltonfoundation.org for more information.
**Cover Letter req for consideration**
Job Summary
The Administrative Assistant provides support to the Director of the Foundation’s Legacy Initiatives, which include the Refugees, Homelessness and Safe Water Initiatives, as well as the Disasters and Aviation portfolios.
The ideal Administrative Assistant (AA) has excellent attention to detail, thrives on keeping teams organized, and is an outstanding communicator. The AA is able to handle details of a confidential and critical nature, and interact comfortably and skillfully with senior level executives within and outside the Foundation, as well as with colleagues, vendors and visitors. The AA will be expected to respond quickly and with precision to a variety of requests. The individual will be expected to apply judgment and execute tasks with minimal direction, and will be comfortable working virtually and in an office environment with individuals across multiple timezones.
Responsibilities
Administrative Support
- Handles administrative needs of the Initiative teams to include 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.
- 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.
Scheduling and Logistics
- Oversee Director’s calendar: manage scheduling for in-person and virtual meetings with internal and external stakeholders; ensure meeting conflicts are avoided or resolved; review calendar with Director regularly to identify priorities; communicate with team members about upcoming events.
- Coordinate logistics for internal and external meetings and events prepare and manage participant lists, book meeting rooms, create meeting agendas, print and prepare materials, order refreshments, meals, 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.
Internal and External Communications
- Manage distribution and flow of documents between team members; coordinate and communicate information and deadlines to team.
- Support development of communications materials: review and edit copy; ensure website and social media content are up to date; as needed, update and validate sources for key data related to initiatives.
- Draft, track and file correspondence. Update and maintain contact lists.
Expenses and Budget Preparation
- Prepares Director 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
- 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 and interpersonal skills with the ability to interact effectively with all levels of staff, the board and external stakeholders.
- Resourceful and extremely 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 readiness to take initiative to respond appropriately.
- Works well independently as well as collaboratively within a team.
- High level of professionalism, diplomacy and discretion; experience managing confidential and sensitive information.
- Interest in philanthropy and the Foundation’s mission and priority areas.
- Proficiency in Microsoft Office Suite
Desired
- Spanish proficiency is a plus.
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
PI160087397