The Getty

  • Administrative/Marketing Assistant, Getty Publications

    Posted Date
    1 month ago(9/18/2018 12:59 PM)
    Requisition Number
    2018-3254
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Publications
    Category
    Administrative and Support Staff
    Salaried/Hourly
    Hourly
    Targeted Hiring Range
    $21.48 - $26.31 Hourly
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    This position is responsible for providing a variety of administrative duties to the Publisher, as well as providing general assistance and support to the Sales and Marketing Department.

    Major Job Responsibilities

     

    • Organizes and expedites flow of work through the Publisher’s office and in the department as a whole.
    • Maintains calendar for Publisher, which includes scheduling meetings and accepting/declining commitments on his/her behalf. Assists in the scheduling of meetings for other staff in the department as needed.
    • Makes travel arrangements, creates travel authorizations and submits expense reports for Publisher, Sales and Marketing staff, and other Getty Publications staff.
    • Composes business correspondence, reports, confidential documents and/or forms, and related materials and/or guides the work of other staff that produces these materials.
    • Drafts text, edits and proofreads marketing materials, including fliers, press releases and sales catalogues.
    • Assists in the administration of contracts. Drafts purchase orders, requisitions, and agreements with partners, vendors, freelancers, and outside institutions. Coordinates invoice payment and tracking.
    • Assists with management of social media accounts, including planning, content generation, implementation and analysis.
    • Assists with organization and logistics for book fairs, conferences, and other professional meetings.
    • Serves as resource to others on departmental policies and procedures and in the resolution of problems or issues. Provides guidance and direction to staff and/or external consultants.
    • Monitors Getty Publications general email accounts and responds to inquiries or requests for information.
    • Coordinates department functions including staff meetings, special events and team-building activities. Makes arrangements with external vendors for sites, facilities and catering as needed.
    • Assists in preparation of budget materials. Tracks and monitors budget expenditures, provides projections and reports on variances.
    • Coordinates allocation and distribution of complimentary copies of all Getty Publications.
    • Attends management meetings and records minutes.
    • Maintains and updates Getty Publications database.
    • Provides other general support as needed.

     

    Qualifications

    • High school diploma/GED; Bachelor’s degree preferred
    • Minimum 3-4 years related experience
    • Proficient computer skills and demonstrated experience with office software and email applications
    • 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