Westlake Village, CA

Grants Associate, Conrad N. Hilton Foundation

The Organization

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 www.hiltonfoundation.org for more information.

Position Overview

As a Grants Associate, you’ll provide grants management services that include supporting discretionary and matching grants programs, and serving as a grants management liaison to assigned grantmaking teams. You’ll play an integral role in the Foundation’s efforts to ensure that all grants meet the proper legal, audit, and internal requirements for consideration; prepare a large share of grants and payments for the administrative approval process conducted by the Grants Manager; ensure adherence to grants management process and practices by the Foundation’s grantmaking teams, and look for areas of improvement.


  • Conduct accurate data entry in the grants management database to create new grant records
  • Initiate a due diligence process, including conflict of interest review and tax status verification
  • Schedule requirements and payments, in preparation for administrative approval of grant records by Grants Manager
  • Draft correspondence with grantees
  • Complete grant close-out process
  • Serve as a grants management resource to assigned grantmaking team (Program department initiatives and/or Partnerships and Leverage team)
  • Interact regularly with assigned team(s) to begin to anticipate needs or upcoming grantmaking activities that may require additional grants management learning or support
  • Manage Workflow functionality in the grants database
  • Support the grant monitoring process, including verifying tax status and generating correspondence at the time of subsequent payments
  • Flag grants management-related concerns (such as tax status, lobbying, or tipping) for the Grants Manager and/or grantmaking leadership
  • Support Grants Manager to modify grants
  • Oversee the Grants Management Outlook account
  • Provide technical assistance on the use of the grants management database
  • Identify opportunities to use technology to streamline grantmaking processes for both grantees and staff, and partners with the Grants Manager to implement changes
  • Support Grants Manager in the creation and maintenance of online application and reporting forms
  • Assist with grants database clean-up and maintenance
  • Manage calendar and process for grant data reporting


  • High School diploma and 4 years of relevant work experience, or Associates degree, and a minimum of 2 years of relevant experience.
  • Experience with grants management databases or a relational database
  • Proficiency in Microsoft Office Suite, including Excel, Outlook and Word
  • High attention to detail and strong analytical skills


  • Bachelor’s degree preferred
  • Experience in philanthropy or grants management a plus
  • Excellent written and oral communication, organizational and interpersonal skills
  • Ability to work independently and as a part of a team, plan and prioritize workflow to meet deadlines, take initiative, and be solution-oriented
  • Interest in the Foundation’s mission and the operational side of grantmaking and philanthropy

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
  • 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

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