The Getty

  • Executive Assistant to the CEO

    Posted Date
    1 month ago(6/17/2019 1:19 PM)
    Requisition Number
    2019-3402
    Type
    Regular Full-Time
    Position Status
    Getty Center
    Program/Department
    Trust - 0101-Office of the President
    Category
    Administrative and Support Staff
    Salaried/Hourly
    Salaried
    Targeted Hiring Range
    $88,584.08 - $115,161.28 Annually
    Salary
    Commensurate with experience and internal equity
  • Job Summary

    Performs a broad range of complex administrative support functions for the President/CEO of the J. Paul Getty Trust. This role requires the ability to work in a fast-paced environment, be proactive, meet and adapt to changing deadlines, and communicate effectively as the primary point of contact for the President/CEO. Responsibilities include, but are not limited to: scheduling, including adjusting calendar appointments as necessary; travel arrangements; coordinating meetings and events; creating and editing communications, documents, reports, presentations and spreadsheets; managing the President’s office operations; performing Getty system transactions on behalf of the President/CEO; and the supervision of the President’s Office Administrator and Special Projects Administrator.

    Major Job Responsibilities

     

    Support the President/CEO:

    • Maintain daily TO DO list for President
    • Manage senior staff lunches, creating agendas, and preparing/collecting background materials
    • Proof President’s correspondence, lectures, President’s Report for Board meetings, format President’s Report for Board books, proof/edit President’s First of the Month communication and disseminate to all staff
    • Mailings such as event photos, President’s Council mailings, Getty/Rothschild Foundation nominations requests, Trust Reports and other Getty Publications
    • Disseminate all staff notifications, press announcements, and trustee email transmittals from President’s email
    • Draft thank you notes on behalf of the President/CEO, as necessary
    • Review all mail and forward or re-distribute to appropriate parties within the Getty
    • Work with the Assistant Secretary to the Board to ensure information and materials are provided as necessary
    • Help manage the President’s/CEO’s outside board work, including work with external organizations on meetings and events, scheduling meetings and conference calls, arranging travel, downloading or arranging for board materials and sending updated biographical information
    • Track President’s/CEO’s personal charitable contributions for the Getty’s Matching Gifts program; ensure the President/CEO completes annual Getty and external organizations’ Conflict of Interest documentation
    • Ensure the President’s iPhone and MacBook are current and up-to-date with software upgrades; maintain President’s contacts; work with the Getty’s Institutional Archives to archive President’s Office files

    Manage calendar:

    • Schedule regular weekly, bi-monthly and monthly meetings with various individuals/groups, including: the Chair of the Board of Trustees, senior staff, visiting VIPS and external visitors; Council and Visiting Committee meetings; meetings required by other Getty Departments/Programs and external groups; and meetings during travel. Ensure symposia, lectures, exhibition openings, Council meetings, Development and other Trust-wide events are on President’s calendar.  Coordinate with Development staff on President’s calendar regarding meetings appropriate for cultivation. Managing the President’s calendar may include rescheduling as requests to the President arise. 
    • Draft President & Board Chair meeting agendas; schedule meetings with appropriate staff to review, and collect materials for meeting
    • Provide meeting schedule and background materials to President - daily
    • Update senior and support staff, Board Chair, Trustees, and family, of President’s schedule

    Travel:

    • Coordinate all travel for the President/CEO, including “mixed purpose travel”
    • Create itineraries
    • Provide bios/photos to organizations for lectures/programs President is participating in, work with President on lectures presented during travel
    • Process necessary details for expense reimbursements, including those from outside organizations
    • Register President’s international trips with the State Department

     

    Supervision:

    • Provide direction and oversight to the President’s Office Administrator and Special Projects Administrator
    • Work closely with the Special Projects Administrator to ensure continuity between the Executive Assistant’s work and the Special Projects Administrator’s work in support of the President/CEO
    • Keep both the Office Administrator and Special Projects Administrator informed as needed to ensure orderly operations for the President’s Office and among those working most directly with the President
    • Conduct performance reviews for each position, at least annually, and make appropriate salary adjustment recommendations

    Qualifications

    • Bachelor’s degree
    • 5-8 years high-level administrative experience related to administration work and project management, preferably in an art-related organization

    Knowledge, Skills and Abilities

    • Excellent organizational skills and attention to detail
    • High level of discretion and exemplary judgment
    • Strong written and oral communication skills
    • Composed, professional and friendly demeanor
    • Advanced skills with Microsoft Office Suite
    • Ability to:
      • establish project goals and objectives and manage project activities
      • exercise sound judgment in making critical decisions
      • analyze complex information and develop plans to address identified issues
      • demonstrate negotiation and facilitation skills
      • prepare reports
      • collaborate with others in the completion of duties

     

    All candidates must apply online. Please prepare a cover letter and resume in a single PDF file. Note: When prompted by the online application system to select or submit your resume, please upload your cover letter and resume as a single PDF file. Candidates who successfully complete the online application process will receive an automated message via email.