The Office of Associate Director/Chief Librarian at the Getty Research Institute seeks a highly organized, personable, proactive, and flexible individual to join the Research Library' 3-person administrative team, and provide support for the activities of the Chief Librarian, department heads and senior managers, and their individual section heads and staff as needed. The successful candidate will have strong communication skills (written and verbal), excellent interpersonal skills to interact with all levels of staff, internal and external colleagues and guests, vendors and contractors, and an ability to exercise discretion with matters relating to human resources, budget, collections, and library users.
As support for a team of very active managers, this position often handles a wide variety of tasks daily, particularly in providing calendar, meeting, travel, and event support, ordering and maintaining supplies, and attending to various other administrative duties and projects as assigned, including maintaining files, coordinating contracts and reports, and gathering information on a variety of topics at various times throughout the year.
In coordination with administrative team colleagues, organizes and facilitates the flow of work through supervisor’s office and/or administrative department. Serves as resource to others for department programs, events, and public outreach.
Understands and implements Getty policies and procedures in the resolution of moderate to complex problems or issues
Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization
Makes travel arrangements for supervisor, department or project team as neededCoordinates department/program meetings, special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc.
May coordinates production and/or distribution of promotional materials and communications via social media. May attend functions to ensure satisfactory outcome.
Must be flexible and willing to work in a team-based environment.
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 other
Foreign languages preferred