Administrative Assistant

Administrative Assistant

Job Family

Administrative and Support Staff

Type

Regular Full-Time

Position Status

Getty Center

Workplace Type

Onsite

Salaried / Hourly

Hourly

Hiring Pay Scale

$29.83 - $38.03 Hourly

Salary

Commensurate with experience and internal equity

Program / Department

Museum - 0311-Photographs

Requisition Number

2024-4411

ERRP Eligible

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 welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences.

Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary

Our Mission

The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting and interpreting works of art of outstanding quality and historical importance and is one of four programs of the J.

Paul Getty Trust. The Museum operates two sites, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art : Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photography to the present day (including non-European works).

The Museum mounts approximately 25 temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors .

The Opportunity

The J. Paul Getty Museum seeks a qualified Administrative Assistant to support the Department of Photographs. Reporting to the Senior Curator of Photographs, the Administrative Assistant manages day-to-day tasks for the department, which include budgeting and financial reporting, scheduling of meetings and travel, and managing communications with internal and external colleagues and vendors.

Effective communication skills are required for the position. Ability to be adept with standard industry systems and applications including Outlook, Microsoft Office 2013 (Excel, Word, PowerPoint);

Adobe Acrobat, Illustrator, Photoshop. Experience with The Museum System (TMS), Media Management, PeopleSoft and Raiser's Edge a plus.

Major Job Responsibilities

Organizes and expedites the flow of work through the Senior Curator's office. Serves as resource on Getty policies and procedures and resolves moderate to complex organizational issues within the Department of Photographs environment.

Composes and produces a variety of business correspondence, reports, confidential documents, forms, and related materials;

this includes correspondence involving high-level officials inside and outside the organization, including donors and professional colleagues.

Maintains the Senior Curator's calendar and accepts or declines commitments on her behalf. Makes travel arrangements for the Senior Curator, and for the Photographs team as needed.

• Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
• Coordinates Department public relations functions, as assigned, such as special events, workshops, etc. Arranges with external vendors for sites, facilities, catering, etc.

Coordinates production and distribution of communications materials relating to the work of the Department.

Assists in the administration of contracts and procurement documentation; this includes drafting letters of invitation, scope of services and agreements with partners, vendors and outside institutions.

Prepares and monitors Department budget materials. Tracks and monitors budget expenditures and reports on variances, and provides projections, as requested.

Interacts with Procurement and Finance Departments to provide information and resolve issues.

• Responds to inquiries or requests for information from staff and external organizations or refers to Senior Curator or other curatorial and research staff, as appropriate.
• Provides guidance and direction to staff and external consultants on Department planning and procedures.
• Assists in planning and hosting events and activities for members of the Getty Museum Photographs Council, including semi-annual meetings and travel programs.
• Oversees discreet administrative, technological or infrastructure projects relating to the work of the Department; these may include preparing and / or reviewing written and visual materials related to annual Trust reports, long-lead exhibition schedules, and acquisition proposals.
• Works with Institutional Archives to manage departmental records according to records retention schedule.
• Coordinates administrative tasks performed by additional administrative staff in the department, which may include maintenance of office equipment, purchase of supplies, and filling in as needed with phone supervision and mail distribution.

Qualifications

• High school diploma / GED; Bachelor's degree
• Minimum 4-6 years related experience

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with office software and e-mail applications
• Excellent organizational skills and attention to detail
• Demonstrated success in following through and completing projects
• Excellent verbal and written communication skills; ability to express thoughts clearly, both orally and in writing
• Excellent customer service / interpersonal skills
• Ability to prioritize, multi-task and assign work to others
• Experience managing department and project budgets
• Ability to adapt behavior and work methods, as needed, in response to new information, changing conditions, or unexpected obstacles

Benefits and Perks

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
• 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 Getty HR .

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.