The Getty

  • Administrative Assistant

    Posted Date
    5 months ago(6/7/2018 7:53 AM)
    Requisition Number
    2018-3179
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Trust - 1400-Director of Facilities
    Category
    Administrative and Support Staff
    Salaried/Hourly
    Hourly
    Targeted Hiring Range
    $24.19 - $30.24 Hourly
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    Responsible for management of the office administrative support and projects for the Director of Facilities.

    Major Job Responsibilities

    Office Manager

    • Reporting to the Director of Facilities, the office manager is responsible for ensuring efficient and smooth running of the 24/7 business unit operations for the Director.
    • Oversees administration with the support of four senior staff assistants and guiding overall efficiency of administration operations including development of operational standards.
    • Ability to filter significant external and internal communications and prioritize response.
    • Key contact for staff with policies and procedures.
    • Is the key liaison for Director with partners inside and outside the Getty.

    Director Support

    • Provide excellent administration management of Facilities Director’s calendar, management of special events, scheduling travel and financial reports.
    • Highly organized, attention to detail, communication and accurate calendaring.
    • Ability to handle confidential information with discretion.
    • Utilize significant amount of independent judgement.
    • Proactively assist the Director in his role as a local, national and international leader in Facilities operations in a cultural organization.

    Project Management

    • Prepares executive and board documents for the Office of Facilities Director, Getty leadership and the Trustee’s.
    • Prepares presentations and reports for Facilities Director’s office, in support of the COO/CFO.
    • Manages the Director’s events, programming and special projects.
    • Budget planning, purchasing and related financial tasks.
    • Independently conceive and perform research, and produce reports and analysis necessary for the Facilities Director to participate and present in meetings, conferences and initiatives

    Qualifications

    • Bachelor’s degree
    • Minimum 4-6 years related experience, 10+ years plus experience in a similar complex consensus building organization—finance/administration, cultural or education facility preferred

    Knowledge, Skills and Abilities

    • 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
    • Depending on assigned area, reading or conversation skills in one or more foreign languages preferred