Executive Assistant

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

16d

About The Position

The Office of the General Counsel at the J. Paul Getty Museum seeks an Executive Assistant who will provide high-level administrative support to the Vice President, General Counsel and Secretary. The Executive Assistant will be highly organized, personable, proactive, and flexible, able to provide a variety of administrative duties and management skills for the office. The successful candidate will have exceptional communication skills (written and verbal), excellent ability to interact with staff, internal and external colleagues and guests, and an ability to multi-task. Discretion and confidentiality are essential.

Requirements

• Bachelor's degree
• Minimum 7 years related experience, with knowledge of and experience in a legal environment.
• Advanced computer skills and demonstrated experience with office software and email applications
• Demonstrated success in planning, organizing and completing projects
• Ability to develop and maintain effective working relationships with individuals at all levels of the organization as well as external contacts
• Ability to prioritize and assign work to others
• Ability to routinely and independently exercise sound judgment in making decisions

Responsibilities

• Assists General Counsel with Board-related documents and correspondence.
• Assists in preparation of materials for Board and Committee meetings.
• Assists in preparing minutes of Board and Board Committee meetings.
• Assists Assistant Board Secretary with gathering Board meeting materials when required.
• Works with Internal Auditors to provide materials for Board and Committee meetings.
• Manages electronic information systems and hard copy record keeping.
• Record keeping is a high priority of this position.
• Manages and maintains the General Counsel’s calendar and provides updates on a daily basis.
• Manages high priority projects and ensures deadlines are met.
• Prepares written communications on behalf of the General Counsel as requested.
• Assists General Counsel with preparation of materials for presentation at conferences and outside meetings.
• Serves as resource and support for others in the General Counsel’s office.
• Works with Finance Department to provide documents required for external audit purposes.
• Serves as backup assistant for the EVP, Finance and Operations
• Maintains General Counsel’s calendar and accepts or declines obligations on his behalf.
• Monitors the General Counsel’s email inbox and all email and written correspondence.
• Makes international and domestic travel arrangements for General Counsel.
• Approves travel arrangements and expense reports for Deputy General Counsel and Associate General Counsel.
• Compiles expense report data and prepares expense reports for General Counsel
• Assists in maintaining and tracking OGC and BOT office equipment, both electronic and hardware.
• Assists with research projects.
• Sound judgment and a strong work ethic.
• Manages and accesses sensitive information, including email and other electronic information. Must exercise high level of discretion and sound judgment.
• Willingness to work within a team.
• Perform other duties and responsibilities as assigned.

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