Description

Job Summary:

Reporting to the Head of Administration for the J. Paul Getty Museum, the successful candidate is responsible for coordinating, monitoring and directing a variety of administrative activities for the Head of Administration’s office. The Head of Administration oversees and directly supervises the departments responsible for the Museum’s finance, human resources, operations, and technology support located at both the Getty Center and the Getty Villa. In addition to supporting the Head of Administration, the administrative assistant will also support other members of the department team as needed, and will work closely with support staff within the Museum, as well as senior staff and leadership across the Getty Trust. Work will involve significant confidential material, complex scheduling requirements, coordinating travel arrangements and will require discretion, diplomacy and tact.

Major Job Responsibilities:

  • Under the supervision of the Head of Administration, the Administrative Assistant is responsible for ensuring efficient and smooth running of operations for the Head and the department.
  • Organizes the flow of work through the Head of Administration’s office. Schedules and confirms meetings and initiates follow-up actions. Interacts in a professional and timely manner with Museum staff and other program and Trust offices.
  • Excellent project and time management skills necessary for the coordination of the calendars, meetings/special events, and scheduling of travel.
  • Assists in the preparations of executive and board materials for the Head of Administration’s office, as well as the Director’s office.
  • Independently conceives and performs research and produce reports and analyses necessary for the Head of Administration to participate in meetings and conferences.
  • Prepares correspondence, presentations and reports for the Head of Administration’s office. Designs and creates documents using computerized graphics, desktop publishing and word processing software – Adobe Acrobat Pro, Photoshop, PowerPoint, Visio, Microsoft Office 2013. Coordinates type(s) of artwork (e.g. illustrations, photos, charts, graphs, design covers) to accompany documents while considering compatibility, content, audience, style, format, and intent.
  • Acts as the point of contact for the office. Ability to filter significant external and internal communications and prioritize response.
  • Organizes electronic and hard copy files to facilitate ease of document retrieval. Updates and maintains departmental procedural documents for finance, human resources, operations and technology support.
  • Coordinates new hire paperwork, relocation and VISA requests. Assists with departmental VIPs and supports Museum Director’s Office – as needed.
  • Coordinates and assembles confidential material. Ensures completeness and accuracy of the material for submission to Museum and Trust senior leadership for review and/or approval. Maintains confidential files. Coordinates and monitors distribution of confidential materials.
  • Assists in administration of contracts. May draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation.
  • May oversee a variety of administrative, technological and/or infrastructure projects.
  • Other duties as assigned.
Requirements

Qualifications:

    • High school diploma/GED; Bachelor’s degree
    • Minimum 4-6 years related experience

Knowledge, Skills and Abilities:

  • Proven experience in working in a complex, corporate/non- profit environment.
  • Strong communication skills along with the proven ability to work effectively in teams to achieve desired objectives.
  • Knowledge of research techniques, statistical analysis, and graphic presentations.
  • Advanced computer skills and demonstrated experience with Microsoft Office 2013 (Word, Excel, PowerPoint, Visio) and email applications. Ability to master proprietary software.
  • Experience with graphics software (Adobe Acrobat Pro, Illustrator, Photoshop).
  • 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, including courtesy, thoughtfulness and discretion.
  • Ability to prioritize, multi-task and assign work to others as needed.
Job Information

  • Los Angeles, California, 90001, United States
  • 29380828
  • July 7, 2016
  • Administrative Assistant
  • The J. Paul Getty Trust
  • Administrative/Clerical/Support
  • Full-Time
  • H.S. Diploma/Equivalent
  • 5-7 Years