Executive Assistant

Overview

Seeking a highly organized professional to serve as Executive Assistant to the John E. and Louise Bryson Director of the Getty Conservation Institute (GCI) and oversee day-to-day operations for the director's office, which entails complex calendaring, internal and external communications including all emails, information management, travel arrangements, and expense reporting.

The GCI is located at the Getty Center in Los Angeles, and our work often takes place at 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, and communications.

Responsibilities

As the Executive Assistant, you will manage a complex executive calendar, which involves competing requests and multiple scheduling priorities.

You will maintain the director's office records, in all formats, for ease of access and according to institutional records management policies. Your work will regularly involve records of enduring value that document the organization's history; attention must be taken to preserve such documents and the intellectual property of Getty. Additionally, you will track inquiries received by the director via email, phone, and mail to be sure they are addressed in a timely manner; enter director's office relevant data in Raiser's Edge database; and maintain the director's database of colleagues' contact information.

You will be responsible for all aspects of the director's international business travel arrangements. In preparation for the director's meetings and business trips, you will compile relevant information and background materials and, following trips, swiftly prepare accurate expense reports in compliance with Getty policies.

You will develop notes, minutes, and general communications, on behalf of the director. This includes drafting and proofreading business correspondence to senior and executive-level colleagues inside and outside the organization, as well as trustees and donors. You will also assist in development and preparation of reports, publications, and presentations, including placement and light editing of images.

You will be a representative of the director while interacting with individuals at all levels of the organization, as well as high-level external contacts, and develop effective working relationships with colleagues across Getty. In all work, you will manage and access confidential material; discretion, professionalism, and sound judgement are required.

Additionally, you will process contracts, prepare and track the director's office budget, procure supplies, implement special projects requested by the director, and perform other duties as assigned.

Qualifications

Bachelor's degree and a minimum of 7 years of experience, including demonstrated experience providing executive-level support, are required.

Apply Here: https://www.click2apply.net/LYjmKNH2OZLg5UNRQiGRKA

PI173374474