Executive Assistant

The J. Paul Getty Trust; California, Los Angeles (MO, CA); Hybrid; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a detail-oriented Executive Assistant to support its Vice President and HR team. This role involves managing complex schedules, providing administrative support, and fostering effective communication across various stakeholders. The ideal candidate will thrive in a dynamic environment that values discretion, professionalism, and sound judgment. With a commitment to work-life balance and professional development, this organization offers a collaborative atmosphere where your contributions will be valued. If you're ready to take on a challenging yet rewarding role, this opportunity is perfect for you.

Benefits

Medical, Dental, and Vision Insurance

403(b) Retirement Plan

Educational Assistance

Paid Vacation and Sick Days

12 Paid Holidays

On-site Fitness Center

Community Service Opportunities

Qualifications

• 5+ years in high-level administrative support roles.
• Strong proficiency in Microsoft Office and collaboration tools.

Responsibilities

• Manage complex scheduling and provide administrative support to CHRO.
• Prepare documents and reports, ensuring accuracy and adherence to standards.

Skills

Administrative Support

Communication Skills

Microsoft Office

Interpersonal Skills

Organizational Skills

HR Knowledge

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Human Resources

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Zoom

DocuSign

Job description

Executive Assistant

The J. Paul Getty Trust is seeking a detail-oriented, organized, and flexible professional to provide a variety of administrative duties in support of the Vice President/Chief Human Resources Officer (CHRO), Associate Director, and team. The duties require largely independent execution and include complex scheduling, general support for the office, internal and external communications, and information management. The Executive Assistant serves as a representative of the CHRO and team while interacting with staff, Board of Trustee members, external contacts, and staff across Getty. In all work, this role manages and accesses private and/or restricted information. Thoughtfulness, discretion, professionalism, and sound judgment are required.

The Human Resources & Payroll Services team at Getty is dedicated to providing exceptional support and resources that help attract, develop, and retain our workforce. We strive to foster a collaborative work environment where everyone can flourish and contribute their best to Getty, its work, and its mission.

In addition to a comprehensive total rewards package, Getty has a strong commitment to balancing work and personal life and supporting professional development. After a successful introductory period, this role may be considered for hybrid/partially remote work.

Along with your resume, please include a cover letter expressing your interest in this role and a completed application.

Major Job Responsibilities

• Provide administrative support to CHRO, including managing the calendar, coordinating meetings, preparing materials, and occasional handling of travel arrangements. This requires the ability to adapt to frequently changing schedules and anticipating the needs of participants (e.g., travel time, planning, ideal meeting mode, etc.).
• Support executive position searches, including liaising with search firms, coordinating meetings and interviews, and planning for in-person meetings.
• Arrange for external business visitors to site(s), including parking reservations and communication with and greeting visitors.
• Provide overall office support to the HR team, including purchasing supplies, mail delivery/pickup, managing information and files, coordinating team meetings and recognition events, and acting as an asset administrator for technology needs.
• Prepare, review, and edit documents, reports, presentations, and correspondence, ensuring accuracy and adherence to company standards.
• Cultivate positive and effective relationships with team members, colleagues across Getty, and external partners to foster collaboration and success.
• Proactively seek opportunities to expand knowledge of Getty and HR practices, demonstrating a strong willingness to learn.
• Assist with projects as needed on behalf of the CHRO and Associate Director.

Qualifications

• Bachelor's degree required; preference for Business Administration or Human Resources.
• Minimum of 5 years' proven experience in a high-level and complex administrative support role.
• Highly organized with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Interest and/or experience in Human Resources is desired.

Knowledge, Skills, and Abilities

• Strong administrative technology skills and ability to learn new tools.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, OneDrive) and collaboration tools such as Zoom, DocuSign, etc.
• High level of integrity and ability to handle sensitive information with discretion and confidentiality.
• Excellent verbal and written communication skills, capable of interacting professionally with various stakeholders.
• Able to adapt to changes and shifting priorities while maintaining a positive attitude.
• Strong interpersonal skills to build relationships across all levels of the organization.
• Knowledge of HR information systems is a plus.

Benefits and Perks

Examples of benefits for full-time employees include:

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

To learn more about our benefits and perks, visit Getty HR.