Administrative Coordinator

J. Paul Getty Trust, The • Los Angeles, CA

10d

About The Position

As part of the J. Paul Getty Trust, based in Los Angeles, the Getty Research Institute (GRI) is an international center with an extensive library, special collections, an array of programs, and a knowledgeable and diverse staff. We are committed to preserving, creating, and sharing resources related to the history of art, conceived in the broadest terms. The Getty Research Institute's Office of Associate Director of Collections & Discovery is seeking an enthusiastic, highly organized, and proactive individual to join our team as a senior administrative coordinator! We need someone personable and flexible who can provide top-notch support to the Associate Director and the division. The ideal candidate will have exceptional written and verbal communication skills, effortlessly engage colleagues and guests at all levels, and handle sensitive human resources, budgeting, and collections matters with utmost discretion. If you’re ready to contribute your talents in a dynamic environment, we want to hear from you! This position is essential in providing support to the Associate Director of Collections & Discovery and the dedicated team of over 135 staff members across five departments at the Getty Research Institute. The role also involves utilizing your administrative and project management skills to advance the African American Art History Initiative (AAAHI), a key mission project at the GRI. Each day will present a diverse array of tasks, from managing intricate and active calendars to offering crucial assistance during meetings. You will play a pivotal role in coordinating outreach activities for various local and international programs, events, and projects. This includes facilitating VIP visits, organizing informative tours, and orchestrating memorable events for staff, graduate interns, and scholars. This is indeed a remarkable opportunity to contribute significantly to the institution's mission.

Requirements

• High school diploma/GED; Bachelor's degree
• Minimum 4-6 years related experience
• Advanced computer skills and demonstrated experience with Microsoft Office, PeopleSoft Financials, Google Suite, and Zoom
• Excellent organizational skills and attention to detail
• Proven ability to successfully execute and finalize projects independently and under direct oversight, as well as collaboratively with colleagues.
• Demonstrated proficiency in maintaining professional and collegial communication with staff, partners, and visitors.
• Capable of effectively prioritizing tasks, multitasking, and delegating responsibilities to team members.

Nice To Haves

• Proficiency in reading or conversing in one or more foreign languages is preferred.

Responsibilities

• Organizes and oversees the workflow within the supervisor's office and, where applicable, the administrative department.
• Manages the calendar for the Associate Director of Collections & Discovery, exercising discretion in accepting or declining commitments on their behalf.
• Assists in managing the Associate Director's email correspondence with a high level of confidentiality.
• Prepares travel authorizations and expense reports utilizing PeopleSoft Financials.
• Coordinates departmental and program meetings, special events, conferences, seminars, workshops, as well as logistical arrangements related to security and parking.
• Supports the Associate Director of Collections & Discovery with tours and visits, and aids in the preparation for various events.
• Collects and evaluates data for events, producing project reports, and advising on the most effective content and format for displaying findings.
• Composes and generates a range of business correspondence involving senior officials both within and outside the organization.
• Drafts agreements and administers contracts with partners, vendors, and external institutions, including letters of agreement and letters of invitation.
• Arranges for necessary services, including site selection, facilities management, catering, and other related logistics with external vendors.
• Communicates effectively with key personnel, as well as scholars, interns, and research assistants, to facilitate special collections presentations and events.
• Coordinates and maintains the calendar of events, meetings, and obligations for the AAAHI Chair.
• Organizes and prepares meeting materials, including presentations and agendas, and provides notetaking services for the AAAHI Advisory Committee.
• Makes travel arrangements for the Associate Director of Collections & Discovery, senior division staff members, and the AAAHI Advisory Committee.
• Assists the AAAHI project as the primary lead for submitting requisitions, processing invoices, and managing purchase orders on behalf of the AAAHI project.

Benefits

• Medical, Dental and Vision insurance coverage, starting on date of hire. Getty pays 75%-95% of the premium, depending on the plan selected.
• 403(b) Employee Investment retirement plan – with up to 5% Getty Match
• Getty contribution of 6%, on behalf of employee, to 401(a) retirement account
• Educational Assistance and professional development
• Paid Vacation, Sick and Personal Days
• 12 Paid Holidays
• Many positions have bi-weekly Off-Fridays
• On-Site Fitness Center at Getty Center
• Community service opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees