The Getty

  • Administrative Assistant

    Posted Date
    2 weeks 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 providing a variety of administrative duties for the Director of Facilities.

    Major Job Responsibilities

    • Under the supervisor of the Director of Facilities. The Executive Assistant is responsible for the ensuring efficient and smooth running operations for the Director and the business unit. 
    • Oversees coordination and dotted-line reporting to four senior staff assistants and guiding overall efficiency of Facilities administration operations.
    • Coordinates tasks with executive assistants, and administrative assistants inside and outside the Getty.
    • Excellent project and time administration including management of Facilities Director’s calendar, coordination of special events, and the scheduling of travel.
    • Assists in preparation of executive and board preparation documents for the Office of Facilities Director, Getty leadership and the Trustee’s.
    • Assists with budget planning, purchasing and related financial tasks.
    • Independently conceive and perform research, and produce reports and analyses necessary for the Facilities Director to participate in meetings and conferences
    • Prepares correspondence, presentations and reports for Facilities Director’s office, in support of the COO/CFO and leadership goals.
    • Assists Director in his role as a local, national and international leader in Facilities operations in a cultural organization.
    • Acts as the point of contact for the office. Ability to filter significant external and internal communications and prioritize response.

    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