Executive Assistant to VP of Development

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

Job summary

An established industry player is seeking a dedicated Executive Assistant to provide high-level administrative support to the Vice President of Development. This role involves managing daily calendars, overseeing departmental needs, and ensuring smooth operations within the office. The ideal candidate will demonstrate professionalism, strong communication skills, and the ability to handle sensitive information with discretion. If you thrive in a fast-paced environment and are a proactive problem-solver, this opportunity offers a chance to make a significant impact in a dynamic organization dedicated to cultural enrichment.

Qualifications

• 5-7 years of related experience, preferably in cultural or educational organizations.
• High level of professionalism and strong communication skills.

Responsibilities

• Administers operations of the VP of Development's office and manages high priority projects.
• Prepares written communications and assists in public relations activities.

Skills

Professionalism

Communication Skills

Problem-Solving

Project Management

Attention to Detail

Discretion and Judgment

Education

Bachelor's Degree

Tools

Raiser's Edge

Office Software

Job description

Job Summary

The Executive Assistant provides high-level administrative support to the Vice President of Development, including scheduling meetings, managing daily calendars, and other administrative responsibilities. The EA also oversees overall departmental needs such as organizing departmental meetings, onboarding new team members, disseminating important information, etc.

Major Job Responsibilities

• Administers operations of the VP of Development's office, which may include supervising staff, managing electronic information systems, and resolving complex departmental problems.


• Analyzes operations and prepares reports, including conclusions and recommendations for change.


• Prepares VP for meetings, including collecting and presenting information for use in discussions/meetings with President, senior leadership, trustees, visiting dignitaries, and donors.


• Manages high priority projects and ensures deadlines are met.


• Prepares written communications on behalf of the VP, and reviews/edits correspondence, reports, and departmental communications.


• Assists in public relations and other activities as assigned, including coordinating planning and logistics for donor meetings and VIP visits and providing support for Development event activities.


• Manages a wide variety of projects on behalf of supervisor or program, including monitoring progress and apprising appropriate individuals of progress toward established goals. Follows through with colleagues throughout Getty and outside the organization.


• Assists in development, preparation, and delivery of reports, publications, presentations, and official correspondence.


• Assists in preparation of materials for quarterly Board Committee meeting.


• Arranges VP travel as needed - local, national, and international.


• Exercises considerable discretion and judgment so as to schedule priorities and effective use of the VP's time while adhering to Getty business policies.


• Manages and accesses sensitive information, including email and other electronic information. Must exercise high level of discretion and sound judgment.


• Uses Raiser's Edge database software (training provided) to access information and track donor stewardship, solicitation, and engagement.


• Preparation and submission of expense reports, with adherence to Getty business policies.


• Perform other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree


• 5-7 years of related experience, preferably with 5+ years in a cultural or educational organization

Knowledge, Skills, and Abilities

• High level of professionalism, employing tact, discretion, diplomacy, awareness, and exemplary judgement.


• Proactive self-starter with initiative. Ability to maintain calm, positive demeanor in a frequently high-paced work environment. Creative problem-solver; thinks on their feet.


• Strong communications skills, both written and verbal, with high-level of attention to details. Strong editing and research skills.


• Ability to develop and maintain effective working relationships with individuals at all levels of the organization as well as external contacts.


• Advanced computer skills and demonstrated experience with office software and email applications.


• Demonstrated success in planning, organizing, and completing projects.


• Ability to effectively prioritize and assign work to others.