Executive Office Coordinator

Conrad N. Hilton Foundation
September 4, 2020
Westlake Village, CA
Job Type


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 $2.5 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 $1.8 billion in grants, distributing $110 million in the U.S. and around the world in 2019. Foundation assets increased from approximately $2.9 billion to $6.6 billion following the 2019 passing of Barron Hilton who, like his father, pledged virtually his entire estate to the Foundation. For more information, please visit www.hiltonfoundation.org.

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.

Job Summary

Under the direction of and in close collaboration with the Manager, Executive Office and Board Relations, the Executive Office Coordinator provides high-level administrative and technical support. This position also supports the Manager in the creation of the quarterly board docket and provides board-related meetings and site visit coordination, which includes related logistical planning.

This position also handles and is responsible for the coordination of the Foundation's Generations In Giving (GIG) and Board Internship program, in partnership with the GIG committee chair. The GIG program serves as a training ground for Hilton family members for potential future Board service.

The Coordinator is an integral, engaging, and collaborative member of the executive office team and reports directly to the Manager, Executive Office and Board Relations.

Responsibilities and Tasks

Executive Office Coordination

  • Assists with the compilation of the quarterly board docket, including supply maintenance
  • Diligent Administrator - maintains memberships and ensures quarterly board docket is timely and accurately organized on digital platform
  • Maintains Executive Office Team Hub Page (internal website) and collaborates with the team on content
  • Maintains Board Resource Center (Board of Directors-dedicated website) and collaborates with the Manager on content
  • Responsible for implementation of quarterly board meeting logistics (includes travel, catering, meeting space)
  • Submits and tracks all board meeting and board director related expenses for budgeting purposes and identifies room for improvement
  • May serve as back-up to Manager in displaying the electronic board docket during board meetings

Generations in Giving (GIG) Coordination

  • Manages GIG discretionary and matching grantmaking funds, ensuring 100% utilization of GIG discretionary funds
  • Facilitates GIG Opportunity Fund grantmaking process includes counsel to GIG members, education on due diligence for researching non-profits, and deep-dive learning into issues chosen by GIG members
  • Coordinates the nominating and voting process and assisting members in preparing presentations
  • Coordinates the live broadcast of presentations through a webinar to the other GIG members and works with Grants Management to submit paperwork
  • Works with GIG Committee to prepare agendas and relevant materials, and participates in bi-weekly check-in calls with the committee chair and attends meetings to record minutes
  • Arranges learning opportunities for members, which may include conferences and/or webinars
  • Organizes and moderates GIG events, such as Retreat (held periodically), including venue selection, travel, logistics, activities, agendas, invitations, etc.
  • Manages the Board Internship Program, including the selection process, onboarding, etc. Develops materials, memos and proposals for GIG program development at the direction of the committee chair
  • Prepares and distributes quarterly GIG newsletter and updates the GIG Portal (private website and resource library)
  • Works with GIG Advisory Council regarding administrative tasks
  • Assists with scheduling meetings, crafting, and executing agendas
  • Prepares the annual GIG Program budget in consultation with the Program team
  • Maintains the Hilton Family tree via genealogy software and updates as needed

Education / Training


  • High School diploma and 5 years of relevant work experience, or Associate degree and 3 years of relevant experience


  • Bachelor's Degree

Experience/Technical Skills


  • Minimum of 5 years of relevant work experience, preferably in the nonprofit sector and/or philanthropy field
  • Experience working with a board of directors
  • Excellent writing skills and the critical thinking skills to analyze and summarize reports
  • Strong verbal communication and relationship-building skills; interacts with a diverse staff in a professional and respectful way
  • High level of integrity, tact, and discretion with the ability to maintain matters of confidentiality
  • Proven organizational skills, able to efficient lead and prioritize work-flow to meet timelines, and is highly diligent to detail
  • Works well independently and collaboratively within a team and demonstrates a high degree of initiative, resourcefulness, and flexibility to meet the needs of the role
  • Ability to continually seek information and look for innovative ways to processes and practices
  • Excellent technical skills to include Microsoft Office and database experience
  • Ability to continually seek information and look for new approaches to processes and practices
  • Excellent technical skills to include Microsoft Office and database experience


  • Foundation experience is a plus
  • An understanding of grantmaking and the nonprofit sector is highly desired
  • Knowledge of digital board portals (Diligent)

Apply Here



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