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.

The Human Resources department at The J. Paul Getty Trust (“Getty”) is dedicated to fostering a collaborative work environment and providing exceptional support and resources that help attract, develop and retain a diverse workforce. We strive to help create a workplace where everyone can flourish and contribute their best to Getty, its work and its mission.

 

We are seeking a detail-oriented and intuitive Administrative Assistant to join our Human Resources team. Reporting to the Director of Human Resources, the Administrative Assistant will play a pivotal role in supporting the Director, Associate Director and team by providing efficient administrative and departmental assistance. The ideal candidate will possess a strong interest in human resources and exceptional organizational skills, allowing them to effectively assist with various HR tasks while understanding the needs of the team and Getty. This individual will be responsible for enhancing efficiencies in the operations of the HR department and fostering a positive and productive work environment.

 

Getty is among the most prestigious cultural heritage organizations in the world, with beautiful campuses that are filled with art, architecture and amazing gardens. In addition to a comprehensive total rewards package, we have a strong commitment to balancing work and personal life, support professional development and, for this position, every-other-Friday off. After a successful introductory period, this role will be hybrid/partially remote.

 

This role offers an exciting opportunity for someone with a combination of astuteness, intuition, a strong willingness to learn, and a passion for human resources. The candidate will contribute to the success of the HR department by providing valuable support and contributing to its overall effectiveness and growth.

 

In addition to your resume and completed application, please provide a cover letter as expression of your interest.

• Provides high-level administrative support to Director and Associate Director, including managing calendars, arranging appointments, coordinating meetings, and handling travel arrangements. This requires the ability to adapt to frequently changing schedules and anticipating the needs of participants (e.g. travel time, planning).
• The coordination of meetings involves scheduling/calendaring, communication with participants and may include conference room reservations, overseeing room set-up, arranging catering, audio-visual needs, etc. 
• Arranges for external visitor visits to site(s), including parking reservations and communication with and greeting visitors.
• Responsible for professional contracts/agreements for HR, ensuring requisitions are accurately and timely submitted, parties in HR are aware of procurement procedures and deadlines, obtaining necessary details to expedite the process and working closely with Procurement. This requires attention to detail and strong familiarity with ongoing obligations and partnerships that support HR.
• Oversees departmental operating budget including annual preparation of budget for Finance, submission of invoices for payment, quarterly reporting, managing G/L coding, and ensuring HR team has necessary knowledge to accurately code expenses.
• Provides overall support to the HR team, including procurement of supplies for the HR department and team; assisting with mail pickup/delivery; managing HR calendar for time off; etc.
• Acts as “asset administrator” with respect to all technology for each person in Human Resources; stays abreast of end-of-life of equipment to ensure orders are made for timely replacement.
• Responds to requests for verification of employment, adhering to legal requirements for release of such information and maintaining records.
• May make travel arrangements on behalf of the Director and/or Associate Director which may involve scheduling flights, reserving hotels, etc. Following business trips or business-related expenditures, the administrative assistant will prepare accurate expense reports in compliance with Getty policies.
• Act as a point of contact for and representative of Director or Associate Director with staff, as well as internal/external stakeholders, demonstrating effective communication skills and professionalism.
• Assist with major mailings on behalf of Human Resources.
• Prepare, review, and edit documents, reports, presentations, and correspondence to ensure accuracy and adherence to company standards and the voice of the author, as requested.
• Assist in maintaining and organizing HR databases, records, and files, ensuring they are up-to-date, easily accessible and align with Getty’s record retention requirements.
• May conduct research on HR-related topics, as requested and in support of the Director and/or Associate Director.
• Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
• Use intuition and astuteness to identify challenges or inefficiencies in areas of responsibility and propose solutions.
• Proactively seek opportunities to expand knowledge of Getty and HR practices, demonstrating a strong willingness to learn.
• Support a positive working atmosphere within HR and the recognition of the HR team through events, acknowledgments, etc.
• Cultivate positive relationships with HR team members, colleagues across Getty, and external partners to foster collaboration, teamwork and success in the role. Participate in organized group meetings with those across Getty with similar responsibilities.

• Bachelor's degree in Human Resources, Business Administration, or related field required.
• Minimum of 5 years’ experience in an administrative role; experience in Human Resources a strong plus.
• Highly organized with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.

• Excellent verbal and written communication skills, capable of interacting professionally with various stakeholders.
• Meticulous in reviewing documents and data for accuracy and completeness.
• Can adapt to changes and shifting priorities while maintaining a positive attitude.
• Handles sensitive information with integrity and maintains a high level of discretion.
• Strong administrative technology skills and ability to learn new tools; proficient in Microsoft products (including Outlook, Word, Excel, PowerPoint and OneDrive) and collaboration tools such as Zoom, DocuSign, etc.; knowledge of HR information management systems; working knowledge of Oracle PeopleSoft desired.
• Strong critical thinking skills to identify challenges and propose viable solutions.
• Collaborates effectively with others, supporting team goals and contributing to a harmonious work environment.
• Possesses a keen perception and insight into situations, people, and dynamics, allowing for effective decision-making and problem-solving.
• Must be actively committed to diversity, equity and inclusion principles.

Here are just some examples that Getty offers/provides for full-time employees:

• Medical, Dental and Vision insurance coverage, starting on date of hire. Getty pays 75%-95% of the premium, depending on the plan selected.
• 403(b) Employee Investment retirement plan – with up to 5% Getty Match
• Getty contribution of 6%, on behalf of employee, to 401(a) retirement account
• Educational Assistance and professional development
• Paid Vacation, Sick and Personal Days
• 12 Paid Holidays plus two floating holidays
• Many positions have bi-weekly Off-Fridays
• On-Site Fitness Center at Getty Center
• Community service opportunities

To learn more about our comprehensive benefits and long list of perks, go to GettyHR.com.  

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.