Administrative Assistant at The J. Paul Getty Trust – Los Angeles, California

Administrative Assistant

US-CA-Los Angeles

Job ID: 2025-4714
Type: Regular Full-Time
# of Openings: 1
Category: Administrative and Support Staff
Getty

Overview

The Getty Foundation seeks an Administrative Assistant to provide administrative support to the Creative Director of PST ART and the PST ART department. The successful candidate will be highly organized, detail-oriented, personable, have strong communication skills (both written and verbal), excellent ability to interact with all levels of staff, and the ability to manage multiple tasks in a fast-paced environment. Candidate will need to be proficient with Microsoft Office applications, digital platforms, and data systems.

Duties require largely independent execution, including coordinating calendars and meetings, arranging travel and preparing and arranging events, composing and tracking a wide range of documents, and preparing reports. Regularly performs a variety of routine accounting, budget tracking and forecasting, expense reporting, data entry, filing, desktop computer support, and other clerical tasks. Anticipates departmental administrative needs and develops efficiencies to minimize workflow disruptions. Interacts with all levels of internal personnel and outside professionals and guests.

The Administrative Assistant will join a dynamic program team dedicated to advancing Getty’s philanthropic activities for PST ART. We work onsite and the expectation is that the candidate will reside within a commutable distance of Getty. The Foundation offers a telework policy for partial remote (hybrid) work, for which this position would be eligible based on satisfactory job performance. Relocation is not provided.

Our Mission

The Foundation fulfills Getty’s philanthropic mission by supporting individuals and institutions committed to advancing the greater understanding and preservation of the visual arts in Los Angeles and throughout the world. Through strategic grant initiatives, the Foundation strengthens art history as a global discipline, promotes the interdisciplinary practice of conservation, increases access to museum and archival collections, and develops the next generation of arts professionals.

Responsibilities

• Organizes and expedites flow of work through supervisor's office and/or administrative department. Serves as resource to others on Getty policies and procedures or in the resolution of moderate to complex problems or issues
• Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff that produces these materials. Including correspondence involving high-level officials inside and outside the organization calendar and accepts or declines commitments on their behalf
• Makes travel arrangements for supervisor, department or project team as needed
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials. May attend functions to ensure satisfactory outcome
• Assists in administration of contracts. May draft agreements with partners, vendors and outside institutions including letters of agreement, contracts, and letters of invitation
• Monitors budgets, prepares and submits reports. Interacts with Procurement and Finance Departments to provide information and resolve issues
• Researches and gathers data for department/program reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively
• Responds to inquiries or requests for information or refers to supervisor, as appropriate. May have significant interactions with VIP constituents
• Assists in maintaining office equipment and purchases
• Provides guidance and direction to staff and/or external consultants
• May oversee a variety of administrative, technological, and/or infrastructure projects

Qualifications

• Bachelor’s degree
• Minimum 6+ years related experience
• Depending on assigned area, reading or conversation skills in one or more foreign languages preferred

Please note: a cover letter is required to be considered for this role. Candidates may include their cover letter in the same PDF/document with their resume, or enter as text.