Project/Administrative III

The J. Paul Getty Trust; Los Angeles (CA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, Dental, and Vision insurance

403(b) Employee Investment retirement plan

Paid Vacation, Sick, and Personal Days

On-Site Fitness Center

Job summary

The J. Paul Getty Trust in Los Angeles is seeking a highly organized Administrative Support for the Conservation & Preservation and the Curatorial Department. The role includes managing complex calendars, scheduling meetings, and assisting with administrative tasks for staff. Candidates should have 3-4 years of related experience, preferably in a museum or library environment, and must possess strong organizational and communication skills.

This position also supports various programs and events while ensuring coordination of internal training sessions. Benefits include comprehensive medical coverage, retirement plans, and opportunities for professional development.

Qualifications

• 3-4 years related experience.
• Experience in a research library or museum environment preferred.

Responsibilities

• Perform administrative duties in scheduling and coordinating meetings.
• Maintain calendars for the Head of Preservation & Conservation.
• Create Travel Authorizations and Expense Reports using PeopleSoft Financials.
• Composes and produces business correspondence.
• Oversee day-to-day office operations to improve productivity.

Skills

Advanced computer skills

Excellent organizational skills

Excellent communication skills

Ability to prioritize and multi-task

Education

High school diploma/GED; Bachelor's degree preferred

Tools

Excel

PowerPoint

Outlook

People Soft Financials

Job description

Job Summary

The Conservation & Preservation Department and the Curatorial Department at the Getty Research Institute (GRI) seek a highly organized, personable, proactive, and flexible candidate to provide administrative support to the departments and associated staff. The successful candidate will have exceptional organization and communication skills; excellent ability to interact with all levels of staff, internal and external colleagues, and guests; and an ability to exercise discretion with matters relating to human resources, budgets, and collections.

This position will assist the Head of Preservation & Conservation and provide support for conservators in the department. The position will also support the Senior Curator of Architecture and the Assistant Curator of Architecture. The role entails managing busy and complex calendars, scheduling meetings, supporting purchase of equipment for the departments, assisting with the contracting of external consultants, and ensuring successful coordination and outreach for a variety of local and international programs, tours, events, and projects. The ability to attend to multiple deadlines is crucial to the position. This position will also serve as the programming coordinator for the internal training provided by the department to GRI staff, interns, and scholars such as the Special Collections Handling Trainings and Collection Salvage Workshop.

Major Job Responsibilities

• Performs administrative duties associated with scheduling and coordinating meetings and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes relevant information, and oversees production and distribution of related materials
• Maintains calendars for the Head of Preservation & Conservation and the Senior Curator of Architecture and accepts or declines obligations on their behalf
• Makes travel arrangements for Conservation staff and two Curatorial staff
• Creates Travel Authorizations and Expense Reports using PeopleSoft Financials
• May assist curators with tours and visits and helps prepare/set-up Special Collections presentations
• Coordinates department/program meetings, special events, conferences, seminars, workshops, and security/parking logistics
• Arranges with external vendors for site, facilities, catering, etc.
• Coordinates production and/or distribution of promotional materials and communications via social media and attends functions to ensure satisfactory outcome
• Assists Conservation staff in organizing activities supporting the GRI Collections Emergency Preparedness and Disaster Recovery planning efforts
• Composes and produces a variety of business correspondence involving high-level officials inside and outside the organization
• Drafts documents or administers contracts with partners, vendors, and outside institutions, including letters of agreement and letters of invitation. Interacts with Procurement and Finance departments to provide information and resolve issues
• Communicates with key staff as well as scholars, interns, and research assistants for tours, presentations, and events
• May oversee orientation and coordinate interviews (hiring process) for Conservation staff
• Comprehends and implements Getty policies and procedures in the resolution of moderate to complex problems or issues
• Replies to inquiries and requests for information requiring knowledge of department/program activities, policies, and procedures
• May advise, direct, or review the work of staff or external consultants, and manage invoices and payment schedules under the supervision of the Department Head and Senior Curator
• Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency
• Assists with compiling of the department's documentation, including documentation of workflows and policies
• Serves as resource to others for department programs, events, and public outreach, and for staff on Getty policies and procedures
• May assist in the preparation of budget materials, tracking and monitoring budget expenditures, and reports on variances

Qualifications

• High school diploma/GED; Bachelor's degree preferred
• Minimum 3-4 years related experience
• Experience working in a research library or museum environment preferred

Please note: This position is not eligible for employer-based immigration sponsorship. Applicants must have authorization to work for Getty in the United States without the need for sponsorship, currently or in the future.

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with office software and programs, such as: Excel, PowerPoint, Outlook, OneDrive, Media Management, FileMaker, Raiser's Edge, People Soft Financials, Airtable, Google applications, MURAL, and Zoom
• Excellent organizational skills and attention to detail
• Demonstrated success in following through and completing projects both under little to no supervision and with direct guidance with others
• Excellent communication skills
• Excellent ability to communicate professionally and collegially
• Ability to prioritize, multi-task and assign work to others

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.