The Getty

Executive Assistant

Requisition Number
2021-3833
Type
Regular Full-Time
Position Status
Getty Center
Program/Department
GRI - 0401-Director's Office
Category
Administrative and Support Staff
Salaried/Hourly
Salaried
Targeted Hiring Range
$64,872 - $84,336 Annually
ERRP Eligible
No
Salary
Commensurate with experience and internal equity

Diversity, Equity, Accessibility, and Inclusion at Getty

Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a diverse and welcoming workplace that reflects the diversity of the communities we serve and includes individuals with diverse backgrounds and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary

Seeking a highly organized professional to serve as Executive Assistant to the Director of the Getty Research Institute and oversee day-to-day operations for the director’s office, including complex travel and scheduling arrangements, internal and external communications, and information management. The Executive Assistant serves as a representative of the director while interacting with staff at all levels of the organization, as well as high-level external contacts, and develops effective working relationships with colleagues across the Getty. In all work, the Executive Assistant manages and accesses private and/or restricted material; thoughtfulness, discretion, professionalism, and sound judgement are required.

Major Job Responsibilities

  • The Executive Assistant oversees management of information for the director’s office. This entails maintaining records, in all formats, for ease of access and according to institutional records management policies. Work will regularly involve records of enduring value that document the organization's history; care must be taken to preserve such documents and the intellectual property of the Getty. Additionally, the Executive Assistant will track inquiries received by the director via email, phone, and mail to be sure they are addressed in a timely manner.
  • The Executive Assistant oversees all aspects of the director’s complicated international business travel arrangements. In preparation for the director’s meetings and business trips, the Executive Assistant will compile relevant information and background materials and, following trips, will supervise the swift preparation of accurate expense reports in compliance with Getty policies. 
  • The Executive Assistant supervises the Director department's Administrative Assistant who, in turn, coordinates the travel and expense reports for the Senior Researchers in the department.
  • The Executive Assistant develops general communications on behalf of the director. This includes drafting and proofreading business correspondence to senior and executive-level colleagues inside and outside the organization. The Executive Assistant may also assist in development and preparation of reports, publications, and presentations.
  • Additionally, the Executive Assistant handles the administration of contracts, tracking of the departmental budget, procuring supplies for the director’s office, implementing special projects, as requested by the director, and performing other duties as assigned.
  • Administers operations of an assigned office, which may include supervising staff, managing electronic information systems and resolving complex departmental problems. Evaluates operations, prepares reports including conclusions and recommendations for change
  • Assists in development, preparation and delivery of reports, publications, presentations, and official correspondence as assigned
  • Manages special projects on behalf of supervisor or program, monitors progress and apprises appropriate staff of progress toward established goals
  • Assists in public relations and other activities as assigned, including representing the organization at assigned functions, preparing grant applications, proposals and/pre presentations

Qualifications

Bachelor’s degree and a minimum of 7 years of experience, including demonstrated experience providing executive-level assistance, are required.

Requirement

All employees must be fully-vaccinated against the COVID-19 virus as a condition of employment. Exemptions from this requirement as a reasonable accommodation due to medical contraindication, disability or sincerely held religious belief or practice will be considered.

Knowledge, Skills and Abilities

  • Excellent organizational skills and attention to detail. 
  • Strong communications skills, both written and verbal; ability to proofread.
  • High level of discretion
  • Ability to routinely exercise sound judgement with little to no supervision
  • Composed demeanor in a fast-paced work environment. 
  • Self-motivated, able to anticiapte emerging tasks.
  • Able to prioritize, balance workload between shifting demands and routine office operations, and assign work to others. 
  • Demonstrated success in planning, organizing, and completing projects. 
  • Advanced computer skills; must be proficient in Microsoft Office applications. Familiarity with PeopleSoft and Fluxx is helpful. 
  • Spanish language skills desirable
  • Ability to develop and maintain effective working relationships with staff at all levels of the organization as well as external contacts

Equal Opportunity Employer

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.