Administrative Assistant

Diversity, Equity, Accessibility, and Inclusion at Getty

Getty believes diversity, equity, accessibility, and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences. Individuals of color, women, LGBTQIA+, veterans, and persons with disabilities are encouraged to apply.

Job Summary

Provides a variety of administrative duties and project management for the Getty Research Institute's (GRI) Deputy Director's Office. Performs a full range of administrative assistance functions for the GRI Deputy Director, specifically, and the Deputy Director's Office, generally, frequently coordinating closely with the Director's Office. Duties may include creating and editing communications, documents, reports, presentations and spreadsheets, scheduling and/or coordinating meetings or events, making travel arrangements, data or content management systems updates, managing and maintaining office operations, and performing financial transactions.

Major Job Responsibilities

• Organizes and expedites flow of work through the Deputy Director's office, coordinating with the administrative department and the Director's office. 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.
• Maintains and monitors Deputy Director's calendar at all times and accepts or declines commitments on their behalf.
• Provides coverage for Director's office in Executive Assistant's absence and may handle projects for the Director directly, as needed.
• Maintains a GRI-wide calendar of out-of-office dates for Senior Staff and Director's Suite staff; distributes shared calendar.
• Arranges travel for supervisor, department, or project team as needed. Coordinates with Getty travel agency; may manage passport and/or visa requirements; registers international travel with the state department.
• Prepares Travel Authorizations and Expense Reports in compliance with Getty Business and Expense policy and procedures.
• Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops, staff appreciation, tribute events, etc. Arranges with internal events coordinators and external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials. May attend functions to ensure satisfactory outcome and to gather statistical data on attendance and success of event.
• Replies to inquiries or requests for information or refers to supervisor, as appropriate.
• 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, conducts preliminary research and evaluation of expenses, gathers data, and submits reports. Interacts with GRI Administration Department and Getty Procurement and Finance Departments to provide information and resolve issues.
• May assist in the preparation of annual department budget materials. Tracks and monitors budget expenditures and reports on variances and projections.
• Facilitates maintenance of office equipment and monitors/maintains stock of supplies.
• Provides guidance and direction to staff and/or external consultants.
• May oversee a variety of administrative, technological, and/or infrastructure projects.
• Coordinates the GRI Strategic Leadership weekly meetings, scheduling meetings, maintaining an ongoing Google document that serves as the shared agenda and meeting documentation, taking notes during the meetings, and hosting and troubleshooting Zoom hybrid meetings.
• May take primary role in the production of the GRI Program Report to the Board of Trustees book. Steers timely completion and administers production schedule, arranges launch meeting and contributes to discussion, compiles submission solicitation and receives contributions, coordinates with editors, chiefly responsible for layout design, image correction, copyediting, and maintaining Trust style guidelines.
• Serves on or may chair the GRI Intranet Working Group, which develops and maintains the GRI Organizational Chart with bi-monthly updates posted to Getty's