Administrative Assistant
3 weeks ago
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:
**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 J. Paul Getty Museum seeks a qualified Administrative Assistant to support the Department of Photographs. Reporting to the Senior Curator of Photographs, the Administrative Assistant manages day-to-day tasks for the department, which include budgeting and financial reporting, scheduling of meetings and travel, and managing communications with internal and external colleagues and vendors.
Major Job Responsibilities:
- Organizes and expedites the flow of work through the Senior Curator’s office. Serves as resource on Getty policies and procedures and resolves moderate to complex organizational issues within the Department of Photographs environment.
- Composes and produces a variety of business correspondence, reports, confidential documents, forms, and related materials; this includes correspondence involving high‐level officials inside and outside the organization, including donors and professional colleagues. Maintains the Senior Curator’s calendar and accepts or declines commitments on her behalf. Makes travel arrangements for the Senior Curator, and for the Photographs team as needed.
- Prepares expense reports in accordance with Getty Business and Expense policy and procedures.
- Coordinates Department public relations functions, as assigned, such as special events, workshops, etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and distribution of communications materials relating to the work of the Department.
- Assists in the administration of contracts and procurement documentation; this includes drafting letters of invitation, scope of services and agreements with partners, vendors and outside institutions. Prepares and monitors Department budget materials. Tracks and monitors budget expenditures and reports on variances, and provides projections, as requested. Interacts with Procurement and Finance Departments to provide information and resolve issues.
- Responds to inquiries or requests for information from staff and external organizations or refers to Senior Curator or other curatorial and research staff, as appropriate.
- Provides guidance and direction to staff and external consultants on Department planning and procedures.
- Assists in planning and hosting events and activities for members of the Getty Museum Photographs Council, including semi-annual meetings and travel programs.
- Oversees discreet administrative, technological or infrastructure projects relating to the work of the Department; these may include preparing and/or reviewing written and visual materials related to annual Trust reports, long-lead exhibition schedules, and acquisition proposals.
- Works with Institutional Archives to manage departmental records according to records retention schedule.
- Coordinates administrative tasks performed by additional administrative staff in the department, which may include maintenance of office equipment, purchase of supplies, and filling in as needed with phone supervision and mail distribution.
Qualifications:
- High school diploma/GED; Bachelor's degree
- Minimum 4-6 years related experience
Knowledge, Skills and Abilities:
- Excellent organizational skills and attention to detail
- Demonstrated success in following through and completing projects
- Excellent verbal and written communication skills; ability to express thoughts clearly, both orally and in writing
- Excellent customer service/ interp
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