Administrative Assistant

Overview

 

We are seeking a highly organized professional to serve as an Administrative Assistant to the Associate Director of the Getty Conservation Institute. You will provide a range of administrative support, including complex calendaring, internal and external communications, travel arrangements, and expense reporting. You will be an integral member of the Administration Department and you will also work with all staff of the Getty Conservation Institute, organizing meetings, events, or other special projects.

This job will be based in our office at the Getty Center in Los Angeles. It 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 Us

The Getty Conservation Institute is dedicated to finding ways to improve 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 us to heritage sites across the globe including locations in 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 management, administration, and communications.

Responsibilities

 

As an Administrative Assistant, you will support the work of the Associate Director, which includes:

• Manage a complex calendar, which involves scheduling meetings with competing requests and multiple scheduling priorities.
• Organize meetings for the Associate Director and the staff of the Administration Department, as well as meetings and events including the staff of the Getty Conservation Institute.
• Coordinate all aspects of business travel for the Associate Director and, as needed, Administration Department staff, by preparing travel planning documents, booking local and international flights and lodgings, gathering background materials, arranging transportation, processing visas, and preparing expense reports in compliance with Getty policies.
• Assist in the administration and tracking of contracts, processing invoices for payment, assisting with preparation of budget materials, and tracking and monitoring expenditures.
• Develop a comprehensive knowledge of Getty policies/procedures and apply that knowledge as you complete a wide range of complex administrative tasks; be a resource for others within the Administration Department and throughout the Getty Conservation Institute who have questions about policies or need to resolve issues within policies.
• Be a representative of the Associate Director while interacting with individuals at all levels of the organization, developing effective working relationships with colleagues across Getty.
• Regularly communicate with colleagues inside and outside of Getty, on behalf of the Associate Director. In all of your work, you will manage and access confidential material; discretion, professionalism, and sound judgement are required.
• Oversee special projects as requested by the Associate Director, and perform other duties as assigned.
• 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 diploma/GED; Bachelor’s degree. Minimum 4-6 years related experience in administrative support is necessary.

Apply Here

PI244944886