Senior Staff 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 diverse and welcoming workplace that reflects the diversity of the communities we serve and includes individuals with diverse backgrounds and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply. Job Summary:

The J. Paul Getty Museum's Public Programs department seeks a highly organized, responsible, and flexible individual to provide administrative and project support for the Head of Public Programs, as well as the Department, as a Senior Staff Assistant. Reporting to the Head of Public Programs, the successful candidate will be proficient with Microsoft Office applications, digital platforms, and data systems, have strong administrative, project coordination, communication (both written and verbal) and interpersonal skills, and exercise discretion in dealing with departmental information.

Duties require largely independent execution, including coordinating meetings, events, composing and tracking a wide range of documents, and preparing reports. Undertakes editorial, research, and administrative projects and conducts data analysis. 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. Handles complex written inquiries and interacts with all levels of internal personnel and outside colleagues and guests.

Major Job Responsibilities:

• Maintains internal calendar for department and specifically provides schedule management for the Head of Public Programs.
• Creates and distributes a monthly listing of all public programming to share internally and across other departments.
• Supports publishing public events to the online calendar including providing related images and video as needed.
• Oversees and coordinates meetings including virtual meeting links, room bookings, drafting/finalizing agenda, handouts, and meeting notes.
• Assists with assigned project-based work such as, but not limited to, research, file maintenance, draft, copy, edits and proofreading, maintenance of project timelines and milestones, including project communication.
• Supports and maintains statistical data for all public programs across all program areas.
• Assembles all relevant programs information in support of quarterly music licensing and board reports.
• Assists with creating/preparing proposals, report summaries, and multi-media presentations as needed.
• Answer emails, phone requests, and inquiries and routes appropriately.
• Manages a department purchasing card to support purchasing for both office supplies and program support needs.
• Prepares, reviews, and audits all purchases requisitions, maintains a timeline record of contract drafts to executed final agreements and other fiscal documents.

Qualifications:

• High school diploma/GED; Bachelor’s degree preferred
• Minimum 3-4 years related experience

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience with office software, digital platforms, and email applications - Microsoft Office: Excel, Word, Outlook, PowerPoint, and Zoom
• Demonstrate ability to follow through and complete assigned tasks
• Strong verbal and written communication skills
• Excellent customer service/interpersonal skills
• Ability to prioritize and multi-task while being detail-oriented

Benefits and Perks:

• 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

Equal Opportunity Employer: We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.