Administrative Assistant

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 Office of the Director at the J. Paul Getty Museum seeks an Administrative Assistant who is highly organized, personable, proactive, and flexible to provide a variety of administrative duties and project management for the office. The successful candidate will have exceptional communication skills (written and verbal), excellent ability to interact with all levels of staff, internal and external colleagues and guests, and an ability to multi-task, as well exercising a high degree of discretion.

Work will initially be onsite for the first three months to be re-evaluated at that time for telework.

Assists manager with facilitating the workflow through the Museum Director's Office.
• Serves as resource to others for department programs, and Getty policies and procedures in the resolution of moderate to complex problems or issues.
• Helps to maintain Director's calendar and accepts or declines obligations on their behalf.
• Assists manager in managing the Director's email inbox and all email and written correspondence.
• Makes complex international and domestic travel arrangements for Director, compiles expense report data, and completes and submits expense reports.
• Assists with VIP tours and visits, restaurant bookings, security/parking logistics and helps prepare/set-up presentations.
• Composes and produces a variety of business correspondence involving high-level officials inside and outside the organization.
• Assists manager in sending correspondence/announcements to staff.
• Assists in preparation of budget materials. Tracks and monitors budget expenditures and prepares and submits reports on variances. Provides projections, as requested. Interacts with Procurement and Finance Departments to provide information and resolve issues.
• Replies to inquiries or requests for information or refers to supervisor, as appropriate.
• Assists in maintaining office equipment and purchases.
• May oversee a variety of administrative projects including taking RSVPs.
• Acts as backup to manager when absent or unavailable.
• Manages all department events involving food services including the coordination and set up of all exhibition-related pre-receptions, internal staff lunches, coffees, and catered meetings in the Director's office and well as coordinating dinners and lunches at the Director's residence.
• Assists with research projects and creates PowerPoint presentations as necessary.
• Manages the coordination and mailing of the Museum Director's office holiday card.
• Manages departmental/Museum-wide subscriptions and memberships and addresses all inquiries.
• Works closely with the Office of Development in researching and responding to art donations and solicitations.
• Liaises with the Exhibitions and Registrars departments to send documents on behalf of the Director.

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

• Advanced computer skills and demonstrated experience with office software and programs, such as: Microsoft Office (Word, Excel, PowerPoint), Zoom, Adobe Acrobat, email applications (Outlook), OneDrive, Media Management, FileMaker Pro, Raiser's Edge, financial applications (People Soft Financials), Google applications.
• 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 verbal and written communication skills
• Excellent ability to communicate professionally and collegially
• Ability to prioritize and multi-task and maintain discretion
• Reading and conversation skills in one or more foreign languages desirable

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.