Senior Staff Assistant

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Job Summary

The Getty Conservation Institute (GCI) is looking for a Senior Staff Assistant to provide administrative support and help with day-to-day office operations for our Digital Content team, Publications program, and newsletter.

 

The Senior Staff Assistant will be based in our office at the Getty Center in Los Angeles. The job will begin in the office full-time and the opportunity to request a telework schedule may be available after an initial period of training and orientation and will be discussed and approved by your supervisor. Typically, staff with approved telework schedules at the Getty Conservation Institute are in the office more than half of the time.

 

About UsThe Getty Conservation Institute is dedicated to improving the conservation of the world’s cultural heritage—its art objects, museum collections, historic buildings, and archaeological sites. We are located at the Getty Center in Los Angeles, and our work often takes our staff to heritage sites across the globe including locations in Europe, South America, Asia, and the Middle East, where we work in partnership with heritage professionals from the region. Our staff come from diverse disciplines including architecture, archaeology, conservation, information science, chemistry, engineering, operations and business management, and communications.

Major Job Responsibilities

As a Senior Staff Assistant, you will:

• Maintain calendars, schedule and coordinate meetings, and confirm appointments for department staff, as well as assist in the organization of departmental meetings • Arrange meeting locations, audio-visual equipment, parking, and catering for staff and consultants, as needed• Schedule, organize, and assist with panel discussions and meetings of advisory boards and other experts, both at the Getty Center and other locations, within the United States and internationally• Make business travel and conference-registration arrangements for department staff, as needed, and prepare expense reports in accordance with Getty policies and procedures• Assist with the preparation of budget materials. Track and monitor expenses across multiple project budgets• Assist in the administration of contracts for conference organizers, authors/writers, editors, abstractors, indexers, etc. Enter contract requests in Getty’s financial system, and act as a liaison to Getty’s centralized procurement department to provide information and resolve issues for timely finalization of contracts. Correspond with consultants, as needed, about the status of their contracts. Process invoices, in accordance with Getty procedures, track invoices and payments• Assist colleagues in the collection of data and materials for reports, special projects, budgets, etc.• Maintain electronic files and records according to our Digital Data Policies and Procedures• Compose a variety of correspondence and route incoming mail for the department• Proofread correspondence, proposals, and other materials for department staff• Answer phones, take messages, and provide routine information to callers • Oversee office supply inventories and initiate supply orders• Serve as a resource to others on Getty policies and procedures• May maintain and update mailing lists, request permissions and/or licenses for texts, photos, and illustrations • May support the intake process for book manuscripts by renaming and organizing files, checking file for completeness, comparing word counts for manuscripts against book proposals, organizing illustration logs and image files • May distribute newly published GCI books to staff, contributors, and project partners• May support the GCI’s presence at conferences, by maintaining the inventory of conference goods; arranging for shipping of materials to conference sites; and on occasion, staffing our exhibit booth, providing information on GCI’s projects and activities• Other duties as assigned

 

You will contribute to the planning of departmental goals and priorities, and collaborate with colleagues on departmental activities. Your participation in professional development opportunities is encouraged and supported through on-the-job learning, specialized training courses, and participation in professional meetings and workshops.

Qualifications

• High school