Executive Assistant

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

10d • Hybrid

About The Position

Getty is seeking a highly organized and proactive Executive Assistant to the John E. and Louise Bryson Director of the Getty Conservation Institute. The position oversees day-to-day operations for the director’s office and provides high-level administrative and operational support. It manages priorities and communications, coordinates activities, and supports the efficient functioning of the office in alignment with the Director’s priorities and the Institute’s mission.

The role is based at the Getty Center in Los Angeles. It begins as an office-based position; after an initial training and orientation period, an employee may request a telework schedule, subject to discussion and supervisor approval. Staff with approved telework schedules at the Getty Conservation Institute are typically in the office more than half of the time.

The Executive Assistant works under the general direction of the Director while exercising independence and sound judgment on the Director’s behalf when addressing complex, sensitive, or ambiguous issues and making decisions in a fast-paced environment. The role represents the Institute and the Director’s office professionally and discreetly, and serves as an ambassador in relationships with peers, senior leaders, trustees, donors, and partners.

Requirements

• Bachelor’s degree.
• A minimum of 7 years of related experience, including experience providing executive-level support.
• Ability to thrive and remain composed in a fast-paced work environment.
• Ability to recognize when to act independently and when to consult the Director.
• Excellent problem-solving skills, including resolving complex issues or identifying well-considered solutions for the Director.
• Strategic prioritization and exemplary judgment, including understanding office priorities and deciding where the Director’s attention is needed.
• Ability to proactively identify the Director’s needs and external challenges before they become pressing.
• Excellent organizational skills and attention to detail.
• Effective written and verbal communication skills, including proofreading ability.
• High level of discretion.
• Demonstrated success planning, organizing, and completing projects.
• Self-motivation and ability to anticipate emerging tasks.
• Ability to balance shifting demands with routine office operations.
• Advanced computer skills and ability to use technology to access, manage, synthesize, and communicate information.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, SharePoint, and OneDrive.

Nice To Haves

• Familiarity with Blackbaud Raiser’s Edge.
• Familiarity with photo editing software.

Responsibilities

• Anticipate the Director’s needs, clarify priorities, and manage the Director’s attention and time.
• Manage a complex executive calendar with competing requests and scheduling priorities.
• Track inquiries received by email, phone, and mail to ensure timely responses, and maintain the Director’s contact database.
• Coordinate national and international business travel, prepare briefing and background materials for meetings and trips, and complete expense reports in compliance with Getty policies.
• Maintain the Director’s office records in accordance with institutional records management policies, including preserving records of enduring value and Getty intellectual property.
• Organize internal and external events, including venue, catering, technology, and audiovisual arrangements.
• Develop agendas, notes, minutes, and other communications on the Director’s behalf.
• Draft and proofread correspondence, reports, publications, and presentations, including light editing of images.
• Gather, evaluate, and synthesize information from multiple sources to develop written briefing materials for the Director.
• Process contracts and payments, prepare and track the Director’s office budget, and procure supplies.
• Implement special projects requested by the Director and perform other assigned duties.
• Represent the Getty Conservation Institute and the Director’s office professionally, discreetly, and with sound judgment.
• Safeguard and strengthen relationships with peers, senior leaders, trustees, donors, and partners.

Benefits

• Medical, dental, and vision insurance, starting on the date of hire; Getty pays 75%–95% of premiums depending on the plan selected.
• 403(b) Employee Investment retirement plan with up to 5% Getty match.
• Getty contribution of 6% to a 401(a) retirement account on behalf of the employee.
• 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 the Getty Center.
• Community service opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior