Executive Assistant

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

8d • Onsite

About The Position

Getty seeks an Executive Assistant to fill a three-year limited term position. The Executive Assistant will support Getty’s Vice President of Institutional Program Planning. The Executive Assistant will provide high-level administrative support and 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. Please note: relocation is not offered for this role.

Requirements

• Bachelor's degree required
• Minimum 7+ years related experience, preferably in a nonprofit environment
• A cover letter is required along with your application to be considered for this position.
• Applicants must have authorization to work for Getty in the United States without the need for sponsorship, currently or in the future.
• Advanced computer skills including strong proficiency with office software: Microsoft Office (Outlook, Word, Excel, PowerPoint), Zoom, and Adobe Acrobat
• Excellent verbal and written communication skills, capable of interacting professionally with various individuals
• Demonstrated success in planning, organizing, and completing projects
• Effectively handles multiple demands, shifting priorities, and rapid change
• 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 manage multiple tasks
• Ability to exercise sound judgment in making critical decisions and independently in making decisions
• High level of integrity and ability to handle sensitive information with utmost discretion and maintain the highest level of confidentiality
• Strong work ethic

Responsibilities

• Assists Vice President with complex scheduling for internal working groups and external partners.
• Monitors and manages the Vice President’s email inbox and drafts responses as requested.
• Assists in preparation of materials for internal meetings and board presentations.
• Manages electronic information systems and hard copy record keeping.
• Manages and maintains the Vice President’s calendar and provides updates on a regular basis.
• Manages high priority projects and ensures deadlines are met.
• Coordinates a variety of projects and follows through with high-level officials within and outside the organization.
• Serves as a resource and provides support to the Project Manager in Vice President’s office.
• Works with Finance Department and EVP office to provide budget-related documents.
• Makes international and domestic travel arrangements for Vice President and Project Manager.
• Compiles expense report data and prepares expense reports for Vice President and Project Manager.
• Assists in maintaining and tracking office equipment, both electronic and hardware, and office supplies.
• Assists with research projects.
• Manages and accesses sensitive information, including email and other electronic information.
• Performs 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: Executive