Senior Staff Assistant, Manuscripts - J. Paul Getty Trust, The

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 facilities, 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's curatorial department of Manuscripts seeks a highly organized, responsible, and flexible individual to provide administrative support as a Senior Staff Assistant to a dynamic team of five curatorial staff. The successful candidate will be proficient with Microsoft Office applications and data systems, have strong administrative, communication (both written and verbal) and interpersonal skills, exhibit exceptional attention to detail, and exercise discretion in dealing with information.

 

Duties require largely independent execution, including:  coordinating meetings, events, and domestic and international travel; composing and tracking a wide range of documents, including foreign language correspondence, and preparing reports; achieving proficiency with institutional software systems; drafting, processing and monitoring contracts and payments for outside consultants. Undertakes 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, mailing, and other clerical tasks.  Anticipates departmental administrative needs and develops efficiencies to maximize workflow productivity.  Handles complex written and phone inquiries and interacts with all levels of internal personnel and external colleagues and guests.   Work will initially be onsite for the first three months to be re-evaluated at that time for telework.

Major Job Responsibilities:

• Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency.
• Coordinates travel arrangements for departmental staff, submits Travel requests and Expense reports.
• Assists in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances and forecasts year-end expenditures.
• Manages calendars for Senior Curator and Manuscripts Study Room. Schedules Study Room visits for dealers, collectors, researchers, and classes. Answers external queries.
• Composes and produces a variety of business correspondence, reports and related materials.
• Assists in the preparation, development and production of presentations.
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
• Serves as internal resource to department/program staff on Getty policies and procedures; research information and relays official interpretations; stays up to date on organizational policies and procedures.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events.  Prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.
• Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively.
• Drafts and monitors contracts, invoices, and payments for external consultants and vendors. Interacts with Procurement and Finance Departments to provide information and resolve issues.
• Assists in maintaining office equipment and purchases operating supplies, tools, and equipment.
• Organizes departmental filing systems in accordance with institutional policy.

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 and email applications - Microsoft Office (Word, Excel, PowerPoint, Visio), Zoom, email applications (Outlook), financial applications (ideally PeopleSoft) and Adobe Acrobat 
• Familiarity with TMS application preferred
• Demonstrated 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
• Reading or conversation skills in one or more foreign languages preferred
• Working knowledge of art history preferred

Benefits and Perks:

Here are just some examples that Getty offers/provides for full-time employees:

 

• 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

 

To learn more about our comprehensive benefits and long list of perks, go to Getty HR.  

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.