The J. Paul Getty Trust: Project/Administrative IV

 

Job Summary

The Getty Research Institute is seeking a limited-term administrative assistant from March 2020 to August 2020.  This position is responsible for providing a variety of administrative duties or project management for a department, program, project team and/or Sr. Manager.

Major Job Responsibilities

  • Organizes and expedites flow of work through supervisor’s office and/or administrative department. 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
  • May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf. Makes travel arrangements for supervisor, department or project team as needed
  • Coordinates department/program public relations functions, as assigned, such as special events, conferences, seminars, workshops etc. Arranges with external vendors for sites, facilities, catering, etc. Coordinates production and/or distribution of promotional materials. May attend functions to ensure satisfactory outcome
  • 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, prepares and submits reports. Interacts with Procurement and Finance Departments to provide information and resolve issues
  • Researches and gathers data for department/program reports. Conducts preliminary analysis of data. Recommends report content and format to display findings most effectively
  • Assists in preparation of budget materials. Tracks and monitors budget expenditures and reports on variances. Provides projections, as requested
  • Responds to inquiries or requests for information or refers to supervisor, as appropriate
  • Assists in maintaining office equipment and purchases
  • Provides guidance and direction to staff and/or external consultants
  • May oversee a variety of administrative, technological and/or infrastructure projects

Qualifications

    • High school diploma/GED; Bachelor’s degree
    • Minimum 4-6 years related experience

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and email applications
  • Excellent organizational skills and attention to detail
  • Demonstrated success in following through and completing projects
  • Excellent verbal and written communication skills
  • Excellent customer service/interpersonal skills
  • Ability to prioritize, multi-task and assign work to others
  • Depending on assigned area, reading or conversation skills in one or more foreign languages preferred

 

To apply, visit: https://jobs-getty.icims.com/jobs/3583/project-administrative-iv/job

 

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