Administrative Coordinator

Getty is committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve. We value differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. 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.

Job Summary

The Office of Sustainability at the J. Paul Getty Trust seeks a highly organized, personable, proactive, and flexible candidate to provide executive assistance to the Sustainability Director and administrative and project support for the Office of Sustainability. The successful candidate will have exceptional communication skills (written and verbal), excellent ability to interact with all levels of internal and external colleagues and guests, an ability to exercise discretion and confidentiality, and an interest in and willingness to learn about sustainability.

 

This position will balance a variety of administrative tasks, including managing busy, complex calendars, providing meeting assistance, making travel arrangements, providing general business support, and providing organization, coordination, and support for a variety of programs, events, and projects. The Administrative Coordinator serves as a representative of the Sustainability Director while interacting with staff at all levels of the organization, as well as all levels of external contacts, and is expected to develop and facilitate effective working relationships across the organization. Thoughtfulness, discretion, professionalism, and sound judgment are required. Additionally, the successful incumbent will have an interest in and willingness to learn about environmental sustainability principles and concepts.

 

Getty has a strong commitment to balancing work and personal life and supporting professional development. This is an in-person position. After a successful introductory period, this role may be considered for a hybrid/partially remote work arrangement.

Candidates must submit a resume and cover letter in a combined PDF file to be considered for this position. Please make sure to fully complete the online application in addition to submitting a resume and cover letter. Experience working in a museum environment, higher education, or a research library is preferred, but not required.

Major Job Responsibilities

• Scheduling: Manage scheduling needs for the Sustainability Director, including complex scheduling requests with external entities. Accept or decline commitments on Director’s behalf. Communicate with multiple institutions and organizations. Respond to inquiries or requests for information or refers to supervisor, as appropriate
• Business support: Oversee day-to-day office operations, and organize and facilitate the flow of work through supervisor’s office and/or administrative department. Manage any necessary procurements and create relevant expense reports in Getty’s financial systems. Assist in drafting agreements and administering contracts with partners, vendors and outside institutions including letters of agreement and letters of invitation. Assist Sustainability Director in preparing, tracking and monitoring budget and expenditures; interact with Procurement and Finance Departments to provide information and resolve issues. Compose and produce a variety of business correspondence, confidential documents and forms, and related materials. As requested, assist in data gathering and analysis, and the development and preparation of reports, publications, and presentations. Recommend report content and format to display findings most effectively. May oversee a variety of administrative, technological and/or infrastructure projects. Serve as a resource on Getty policies and procedures. Assist in the resolution of moderate to complex problems or issues. Provide guidance and direction to staff and/or external consultants.
• Travel support: Make travel arrangements for the Sustainability Director, including international travel, and for other staff and visitors as assigned. Prepare travel authorizations and expense reimbursement reports in accordance with Getty Business and Expense policy and procedures.
• Meeting and event planning: Handle complex meeting scheduling. Coordinate and manage event planning and logistics, including arrangements with external vendors for site, facilities, catering, etc. for department/program meetings, special events, conferences and symposia, seminars, workshops, etc. Assist with tours and visits and help prepare/set-up presentations. Coordinate and support meetings with agendas, meeting notes, and tracking of decisions and action items. Coordinate production and distribution of promotional materials. May attend functions to ensure satisfactory outcome.
• Sustainability subject matter: At the request of the Sustainability Director, research sustainability topics and synthesize and present findings; and conduct data gathering and preliminary analysis.
• Other duties as assigned.

Qualifications

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

Knowledge, Skills and Abilities

• Strong administrative technology skills; demonstrated proficiency with Microsoft products (including Outlook, Word, Excel, PowerPoint, and OneDrive) and other typical office tools and collaboration programs, such as Adobe, Zoom, DocuSign, etc.; ability and willingness to learn new tools is essential.
• Excellent organizational skills and attention to detail
• Demonstrated success in following through and completing projects both under little-to-no supervision and under direct guidance
• Excellent verbal and written communication skills; multilingual skills are welcomed but not required
• Excellent interpersonal skills and ability to communicate professionally and collegially, and to develop and facilitate effective working relationships and interactions across the organization and externally
• Ability to prioritize, multi-task, and track work assignments and projects
• Interest in and willingness to learn about environmental sustainability principles and concepts

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.