Project/Administrative IV

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

4h

About The Position

Responsible for providing a variety of administrative duties to the Office of General Counsel, where the work is of a confidential nature.

Requirements

• Bachelor's degree
• Minimum 4-6 years related experience
• 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
• Must be professional and possess a strong sense of protocol and use discretion in handling confidential matters

Responsibilities

• Organizes and expedites flow of work through supervisor's office and/or administrative department. Serves as resource to others on Getty policies and procedures or in the resolution of moderate to complex problems or issues
• Manages, organizes and supports paper and electronic files for the Office of General Counsel.
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization calendar and accepts or declines commitments on his/her behalf
• Makes travel arrangements for supervisor, department or project team as needed
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops etc. Arranges with internal and external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials.
• Monitors budgets, prepares and submits reports. Interacts with Procurement and Finance Departments to provide information and resolve issues
• Researches and gathers data for department/program reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively
• May assist in preparation of budget materials. Tracks and monitors budget expenditures and reports on variances. Provides projections, as requested
• Responds to inquiries or requests for information or refers to supervisor, as appropriate
• Assists in maintaining office equipment and purchases
• May oversee a variety of administrative, technological and/or infrastructure projects

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: 251-500 employees