Executive Assistant

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

2d • $72,381 - $95,895 • Hybrid

About The Position

Getty is seeking a highly organized and proactive professional to serve as Executive Assistant to the John E. and Louise Bryson Director of the Getty Conservation Institute. This position oversees day-to-day operations for the director’s office and provides high-level administrative and operational support. The Executive Assistant is key in managing priorities and communications, coordinating activities, and ensuring the efficient functioning of the office in support of the Director’s priorities and the Institute’s mission.

The Getty Conservation Institute is dedicated to finding ways to improve conservation of the world’s cultural heritage—its art objects, museum collections, historic buildings, and archaeological sites and our work often takes place at heritage sites across the globe including locations in South America, Asia, and the Middle East, where we work in partnership with heritage professionals from the region. Our staff have expertise in architecture, archaeology, conservation, engineering, chemistry, materials science, physics, information science, operations management, administration, and communications.

This job will be based in our office at the Getty Center in Los Angeles. It will begin in the office full-time and the opportunity to request a telework schedule may be available after an initial period of training and orientation and will be discussed and approved by your supervisor. Typically, staff with approved telework schedules at the Getty Conservation Institute are in the office more than half of the time.

Requirements

• Bachelor’s degree and a minimum of 7 years of related experience, including experience providing executive-level support
• Excellent organizational skills and attention to detail.
• Effective communications skills, both written and verbal; ability to proofread.
• High level of discretion and exemplary judgment.
• Composed behavior in a fast-paced work environment.
• Demonstrated success in planning, organizing and completing projects.
• Self-motivated, able to anticipate emerging tasks.
• Able to prioritize and balance workload between shifting demands and routine office operations.
• Advanced computer skills; able to effectively use technology to access, manage, and communicate information.
• Proficient in Microsoft Office applications (including Word, Excel, PowerPoint, SharePoint and OneDrive).

Nice To Haves

• Familiarity with Blackbaud Raiser’s Edge, and photo editing software is helpful.

Responsibilities

• Manage a complex executive calendar, involving competing requests and multiple scheduling priorities.
• Maintain the director’s office records in accordance with institutional records management policies. This work regularly involves records of enduring value that document the organization's history and requires preservation of such materials and Getty intellectual property.
• Track inquiries received by the director via email, phone, and mail to ensure timely responses; and maintain director’s database of colleagues’ contact information.
• Coordinate all aspects of the director’s national and international business travel arrangements, which also includes preparation of briefing materials and background information for meetings and trips, and timely completion of expense reports in compliance with Getty policies.
• Organize internal and external events of various sizes, which may include venue, catering, technology, and audio-visual arrangements.
• Develop agendas, notes, minutes, and other communications on behalf of the director, including drafting and proofreading correspondence to senior leaders and colleagues, trustees, donors, and external partners. Assist in development and preparation of reports, publications, and presentations, including light editing of images.
• Process contracts and payments, prepare and track the director’s office budget, procure supplies, implement special projects requested by the director, and perform other duties as assigned.
• Represent the director in your interactions with individuals, inside and outside of Getty.

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: Executive