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Administrative Assistant, Programs

Administrative Assistant, Programs
Application Deadline: 
Monday, November 4, 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 program staff by carrying out various administrative activities and special projects.  This position reports to the Manager, Program Operations who will manage the flow of work and performance.

Administrative Support

  • Handles administrative needs of the program staff, including scheduling meetings with internal and external stakeholders, photocopying, filing, scanning, drafting correspondence, etc., as needed
  • Coordinates travel itineraries and arrangements for domestic and international travel for program staff.
  • Tracks staff travel on department calendar.
  • Processes expense reports for program staff, including working with manager and accounting to assure adherence to Foundation policies.
  • Assists with processing of contracts and consultant invoices as needed.

Logistics Coordination

  • Coordinates internal meeting logistics, including agendas, materials, refreshments, technical needs, etc. for program staff
  • Assists program teams with annual grantee convenings, including:  conducting contract negotiations with potential vendors, liaising with venue staff throughout all phases of planning and implementation, tracking event RSVPs and printing/collating materials.

Internal and External Relations

  • Interfaces with internal staff and external consultants, vendors and grantees as appropriate.

Education / Training


  • Associate’s degree or a minimum of 3 years relevant experience.


  • Bachelor's degree preferred

Experience/Technical Skills


  • Minimum 3 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
  • Action oriented
  • Manages complexity
  • Plans and aligns
  • Interpersonal savvy
  • Optimizes work processes

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.