Project/Administrative IV

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

12h • Onsite

About The Position

Responsible for providing a variety of administrative duties or project management for the Director of Facilities. This role involves ensuring the efficient and smooth running of the 24/7 business unit operations for the Director, overseeing administration with the support of four senior staff assistants, and guiding the overall efficiency of administration operations including the development of operational standards. The position requires filtering significant external and internal communications, prioritizing responses, and serving as a key contact for staff regarding policies and procedures, as well as a liaison for the Director with partners inside and outside the Getty. Additionally, the role provides direct support to the Director, including calendar management, special event coordination, travel scheduling, and financial reporting. It also involves preparing executive and board documents, presentations, and reports, managing events and special projects, handling budget planning, purchasing, and related financial tasks, and independently conceiving and performing research to produce reports and analysis for the Director's participation in meetings, conferences, and initiatives.

Requirements

• High school diploma/GED
• Minimum 4-6 years related experience
• 10+ years experience in similar complex consensus building organization - Finance/administration, cultural or education facility preferred
• Advanced computer skills and demonstrated experience with office software and email applications
• Excellent organizational skills and attention to detail
• Demonstrated success in following through and completing projects
• Excellent verbal and written communication skills
• Excellent customer service/interpersonal skills
• Ability to prioritize, multi-task and assign work to others
• Ability to collaborate with a diverse group of stakeholders and colleagues

Nice To Haves

• Bachelor's degree
• Reading or conversation skills in one or more foreign languages preferred

Responsibilities

• Ensuring efficient and smooth running of the 24/7 business unit operations for the Director of Facilities.
• Overseeing administration with the support of four senior staff assistants and guiding overall efficiency of administration operations including development of operational standards.
• Filtering significant external and internal communications and prioritizing response.
• Serving as the key contact for staff with policies and procedures.
• Acting as the key liaison for the Director with partners inside and outside the Getty.
• Providing excellent administration management of Facilities Director’s calendar, management of special events, scheduling travel and financial reports.
• Handling confidential information with discretion.
• Utilizing significant amount of independent judgement.
• Proactively assisting the Director in his role as a local, national and international leader in Facilities operations in a cultural organization.
• Preparing executive and board documents for the Office of Facilities Director, Getty leadership and the Trustee’s.
• Preparing presentations and reports for Facilities Director’s office, in support of the COO/CFO.
• Managing the Director’s events, programming and special projects.
• Handling budget planning, purchasing and related financial tasks.
• Independently conceiving and performing research, and producing reports and analysis necessary for the Facilities Director to participate and present in meetings, conferences and initiatives.

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
• Education Level: Associate degree
• Number of Employees: 251-500 employees