Coordinator | Grants | Partnerships, Advocacy & Communication

Partnerships, Advocacy & Communication Westlake Village, California


About the role... 

The Coordinator of Partnerships and Advocacy will play a pivotal role in managing the workflow and project management for the two teams within the Partnerships, Advocacy, and Communications (PAC) department. The role will be the administrative lead in support of the life cycle of Partnerships’ grants, inclusive of an equity grantmaking portfolio, contract management, and acting as the primary liaison among internal departments, grantees, and vendors. The position will provide budget oversight and planning, financial analysis, financial reporting, and process management. S/he will provide support for key operational areas of the team, including project tracking and knowledge sharing, coordination of meetings and contribution to project reports, and planning convenings. This role reports to the Strategic Partnerships Officer.

The ideal candidate will have a deep commitment to equity work in a philanthropic context.

What you'll do...

  • Support the team to complete tasks and activities in a systemic, coordinated, and sequential manner
  • Track contract process and spending for Partnerships and Advocacy teams, working closely with department Executive Assistant to stay within budget
  • Meet regularly with team leads to review project pipeline, identify pending deadlines, and ensure everyone is on the same page and workflow is moving forward
  • Lead logistical support for PAC convenings and coordinates related events such as internal and external meetings, conferences, and presentations including: preparation and printing of materials; email communications; event logistics; vendor relationships; event website and online registration system
  • Manage end-to-end process of grant- and contract-making (sending out requests for proposals, driving key deadlines for submissions, revisions, as well as sending reminders to grantees/vendors for required reporting within our internal investment system, GivingData)
  • Track invoicing and grant/contract deliverables, as well as the ongoing management and closeout of grants/contracts
  • Provide detailed financial portfolio analysis and ensure data integrity to support team's decision making. Work with PAC team members to keep all pertinent information accurate and up-to-date for reporting and analysis
  • Assist in proposal research, summaries, and budgets during the proposal review process
  • Work with grants management to comply with internal audit and grant tracking procedures and grantmaking processes
  • As needed: Provides overall administrative support for Partnerships and Advocacy teams: creating and sending agendas ahead of time, taking meeting notes, keeping updated program records, and supporting the development of reports, and surveys
  • Support the Partnerships and Advocacy team members with the development of communications materials
  • Collaborate with communications team to distribute communication materials to appropriate audiences
  • Maintain team contacts and email lists

What you need...

  • Bachelor's degree in public health, public policy, social sciences, social welfare and 2+ years of experience
  • Ability to effectively manage multiple projects and prioritize workflow to meet deadlines and stay within budget
  • High attention to detail and accuracy in producing high quality work
  • Excellent computer skills to include Microsoft Office and database experience, with high proficiency in Microsoft Excel.
About our culture and benefits...

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 supports meaningful innovation, learning, progress and productive outcomes.

We value the health and well-being of our employees, and offer:
  • Comprehensive and generous health care coverage options
  • Fitness benefits
  • Disability coverage
  • Paid holidays, time off, and parental leave
  • Flexible work schedules and technology benefits
  • Professional learning and development and educational assistance
  • The Foundation triple-matches employee gifts to qualified non-profit organizations
  •  AND MORE!!!

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 improve early childhood development outcomes, support older youth as they transition from foster care, ensure opportunity youth can access career pathways, prevent homelessness, identify solutions to safe-water access, help integrate refugees into society 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 assets recently growing to approximately $7.5 billion. It has awarded grants to date totaling more than $2 billion, $207 million worldwide in 2020. Please visit for more information.