Senior Staff Assistant, Interpretive Content

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

4d • Hybrid

About The Position

Getty is committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve. We value differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. Job Summary Our Mission The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting, and interpreting works of art of outstanding quality and historical importance, and is one of four programs of the J. Paul Getty Trust. The Museum operates two facilities, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art: Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photographs to the present day (including non-European works). The Museum mounts approximately 25 temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors . The Opportunity The J. Paul Getty Museum seeks a Senior Staff Assistant in the Interpretive Content Department. Reporting to the Head of Interpretive Content, this team seeks a highly organized, responsible, and flexible individual to provide administrative support. The successful candidate will be proficient with Microsoft Office applications and data systems, have strong administrative, communication (both written and verbal), problem-solving and interpersonal skills, exhibit exceptional attention to detail, and exercise discretion in dealing with information. Duties require largely independent execution, including scheduling meetings, events, and national and international travel; composing and tracking a wide range of documents; coordinating with outside contractors to provide professional services; achieving proficiency with institutional software systems; and processing payments for outside consultants. Undertakes administrative projects and supports data analysis. Regularly performs a variety of routine supplies purchasing, accounting, budget tracking and forecasting, expense reporting, data entry, filing, mailing, and other clerical tasks. Anticipates departmental administrative needs and develops efficiencies to maximize workflow productivity. Handles complex written and phone inquiries and interacts with all level s of internal personnel, external colleagues, guests. Work will initially be onsite for the first three months to be re-evaluated at that time for up to 2 days per week of telework.

Requirements

• High school diploma/GED; Bachelor's degree preferred
• Minimum 3-4 years related experience
• Ability to adapt to new challenges and changing priorities
• Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office (Word, Excel, PowerPoint), Zoom, email applications (Outlook, OneDrive and SharePoint), Google Suite (Drive, Docs, Sheets) financial applications (PeopleSoft, Oracle Cloud Fusion) and Adobe Acrobat
• Demonstrated ability to follow through and complete assigned tasks
• Strong verbal and written communication skills to foster collaboration
• Excellent interpersonal skills
• Ability to prioritize and multitask

Responsibilities

• Oversees day-to-day office operations.
• Implements changes or enhancements to procedures to improve productivity and efficiency in accordance with Getty policies.
• Understands the departmental goals and priorities to aid in the efficient management and long-term work of the department.
• Assists in the preparation of budget materials.
• Tracks and monitors budget expenditures and reports on variances.
• Purchases routine and specialty supplies, coordinates with vendors and tracks fulfillment, as well as consultant agreements.
• Maintains accurate records, including invoices, contracts.
• Makes travel arrangements for supervisor and department as needed.
• Prepares and submits travel authorizations in accordance with Getty Business and Expense policy and procedures.
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
• Coordinates exhibition production-related services with vendors and freelancers, assists in administration of contracts and tracks payments.
• Interacts with Procurement and Finance Departments to provide information and resolve issues.
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
• Serves as internal resource to department staff on Getty policies and procedures.
• Stays up to date on organizational policies and procedures.
• Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events, and oversees production and distribution of related materials.
• May attend functions to ensure satisfactory outcome.
• Assists in maintaining the supervisor and department team calendar.

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: High school or GED
• Number of Employees: 251-500 employees