Executive Assistant

About the role

The Getty Conservation Institute is dedicated to improving the conservation of cultural heritage. The Executive Assistant supports the John E. and Louise Bryson Director, overseeing office operations and providing administrative support.

Responsibilities

• Manage a complex executive calendar, involving competing requests and multiple scheduling priorities.
• Maintain the director’s office records in accordance with institutional records management policies.
• Track inquiries received by the director via email, phone, and mail to ensure timely responses.
• Coordinate all aspects of the director’s national and international business travel arrangements, including preparation of briefing materials and background information for meetings and trips, and timely completion of expense reports in compliance with Getty policies.
• Organize internal and external events of various sizes, including venue, catering, technology, and audio-visual arrangements.
• Develop agendas, notes, minutes, and other communications on behalf of the director, including drafting and proofreading correspondence to senior leaders and colleagues, trustees, donors, and external partners.
• Aid in the development and preparation of reports, publications, and presentations, including light editing of images.
• Process contracts and payments, prepare and track the director’s office budget, procure supplies, implement special projects requested by the director, and perform other duties as assigned.
• Represent the director in interactions with individuals, inside and outside of Getty.

Qualifications

• Bachelor’s degree and a minimum of 7 years of related experience, including experience providing executive-level support.
• Excellent organizational skills and attention to detail.
• Effective communications skills, both written and verbal; ability to proofread.
• Demonstrated success in planning, organizing and completing projects.
• Self-motivated, able to anticipate emerging tasks.
• Able to prioritize and balance workload between shifting demands and routine office operations.
• Advanced computer skills; able to effectively use technology to access, manage, and communicate information.
• Proficient in Microsoft Office applications (including Word, Excel, PowerPoint, SharePoint and OneDrive).
• Familiarity with Blackbaud Raiser’s Edge, and photo editing software is helpful.