Senior Staff Assistant

Company Name: 

J. Paul Getty Trust

Address: 

1200 Getty Center Dr.
Los Angeles, CA 90049

Job Description: 

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 photography 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's Public Affairs department seeks a highly organized, responsible, and flexible person to provide administrative support as a Senior Staff Assistant to a dynamic team of seven. The successful candidate will be proficient with Microsoft Office applications and data systems, have strong administrative, communication (both written and verbal) and interpersonal skills and exercise discretion in dealing with information about the Museum.

 

Duties require largely independent execution, including:  coordinating meetings, events, and domestic and international travel; composing and tracking a wide range of documents, including foreign language correspondence, and preparing reports; drafting, processing and monitoring contracts and payments for outside consultants. Undertakes editorial, research, and administrative projects and conducts data analysis.  Regularly performs a variety of routine accounting, budget tracking and forecasting, expense reporting, data entry, filing, desktop computer support, 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 levels of internal personnel and external colleagues and guests. 

Major Job Responsibilities

  • Composes and produces a variety of business correspondence, reports and related materials.
  • Manages creation of the Museum’s internal staff newsletter (bi-annual newsletter), which involves collecting information and materials and then compiling information into a creative newsletter format.
  • Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
  • Serves as internal resource to department/program staff on Getty policies and procedures. Researches information and relays official interpretations. Stays up to date on organizational policies and procedures.
  • Performs administrative duties associated with scheduling and coordinating meetings and planning events.  Prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome.
  • Works on a number of aspects related to exhibition openings: list development, invite and RSVP process, and check-in process at openings. Drafts email announcements for Museum Director announcing staff previews for exhibitions.
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively.
  • Administers contracts. Interacts with Procurement and Finance Departments to provide information and resolve issues.
  • Prepares budget materials. Tracks and monitors budget expenditures and reports on variances and forecasts year-end expenditures.
  • Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency.
  • Assists in maintaining office equipment and purchases operating supplies, tools, and equipment.
  • May advise, direct or review the work of staff, volunteers or external consultants.

Qualifications

  • High school diploma/GED; Bachelor's degree preferred
  • Minimum 3-4 years related experience

Knowledge, Skills and Abilities

  • Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office (Word, Excel, PowerPoint, Visio), Zoom, email applications (Outlook), financial applications (ideally PeopleSoft) and Adobe Acrobat 
  • Familiarity with Canva and Raiser’s Edge a plus
  • Demonstrated ability to follow through and complete assigned tasks
  • Strong verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize and multi-task
  • Reading or conversation skills in one or more foreign languages preferred
  • Working knowledge of art history preferred

Benefits and Perks

Here are just some examples that Getty offers/provides for full-time employees:

 

  • 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