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Administrative Assistant, Catholic Sisters Programs

Administrative Assistant, Catholic Sisters Programs
Application Deadline: 
Sunday, September 1, 2019
Job Description: 


Who we are:

The Conrad N. Hilton Foundation was created in 1944 by international business pioneer Conrad N. Hilton, who founded Hilton Hotels and left his fortune to help individuals throughout the world living in poverty and experiencing disadvantage. The Foundation invests in 11 program areas, including providing access to safe water, supporting transition age foster youth, ending chronic homelessness, hospitality workforce development, disaster relief and recovery, helping young children affected by HIV and AIDS, and supporting the work of Catholic sisters. In addition, following selection by an independent international jury, the Foundation annually awards the $2 million Conrad N. Hilton Humanitarian Prize to a nonprofit organization doing extraordinary work to reduce human suffering. From its inception, the Foundation has awarded more than $1.7 billion in grants, distributing $112.5 million in the U.S. and around the world in 2018. The Foundation's current assets are approximately $2.8 billion. For more information, please visit


Our Culture:

Our employees are inspired by the Foundation's mission and are committed to support our program areas in a thoughtful and effective way. Everyone is expected to cultivate the work environment in a way that contributes to respectful, open, and engaging dialogue and connection that support meaningful innovation, learning, progress and outcomes.


Our Benefits:

We value the health and well-being of our employees and offer comprehensive and generous health care coverage options including fitness benefits, disability coverage, paid holidays, paid time off, paid parental leave, flexible work schedules and technology benefits. Professional learning and development are supported through educational assistance and participation in professional conferences and seminars. To encourage charitable giving, the Foundation triple-matches employee gifts to qualified nonprofit organizations.


Here's what you get to do:

The Administrative Assistant provides support to the Director of Catholic Sisters Programs and team by carrying out various administrative activities and special projects. This position reports to the Director of Catholic Sisters programs who will manage the flow of work and performance.

The ideal candidate must be able to work well in a close team environment. The ability to credibly and competently interact with other administrative assistants and staff within and with outside partners. The individual must sometimes be able to handle details of a highly confidential and critical nature, 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 resolve time-sensitive issues with a high degree of precision 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 and execute tasks with minimal direction and have strong technical skills.


Administrative Support

  • Handles administrative needs of the Catholic Sisters team 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, filing, photocopying, scanning, etc.


Logistics Coordination

  • Schedules meeting (team, external convening and event) logistics, including agendas, materials, refreshments, lunch orders, technical needs, etc.
  • Coordinates logistics for internal meetings and events – books meeting rooms, creates meeting agendas, prints and prepares materials, orders refreshments, lunches or breakfasts, schedules IT to support with any technical needs, sets up GoToMeetings or other conference calls, and keeps all attendees updated of any additions or changes to meetings, etc.
  • Takes minutes/notes for meetings; types up and distributes meeting notes. Uploads minutes & agendas to team folders.
  • Keeps team reports and reference materials updated and organized.
  • Provides support with 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.
  • Manages distribution and flow of documents between team members; coordinates and communicates information and deadlines to team.
  • Prepares consultant contracts, inputs scopes of work into Foundation template, routes for approval, prepares and processes payment and cover memos, and processes invoices for payment.
  • Drafts, tracks and files correspondence. Updates and maintains contacts in Salesforce. Filing, photocopying and scanning as requested. Organizes Director's office and paper file systems.


Expenses & Budget Preparation

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


Travel Coordination

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

Other Responsibilities as Assigned


Education / Training


  • 5 years of relevant work experience, and high school diploma


  • Associate degree


Experience/Technical Skills


  • 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


  • An understanding of grantmaking and the non-profit sector.
  • Experience with a relational database.


  • Communicates effectively
  • Customer focus
  • Plans and aligns
  • Resourcefulness
  • Optimizes work processes
  • Action oriented

In addition to the role specific competencies listed above, our Core Competencies are just as important as they identify the key values and strengths shared by everyone at the Foundation, regardless of the job they perform: Drives Vision and Purpose, Collaborates, Instills Trust, Global Perspective and Strategic Mindset

The Conrad N. Hilton Foundation is an equal opportunity employer and we seek candidates from all backgrounds and experiences.


Apply Here: