Executive Assistant

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Job Summary

We are seeking a highly organized and proactive professional to serve as Executive Assistant to the John

E. and Louise Bryson Director of the Getty Conservation Institute. This position oversees day-to-day operations for the director’s office and provides high-level administrative and operational support. The Executive Assistant is key in managing priorities and communications, coordinating activities, and ensuring the efficient functioning of the office in support of the Director’s priorities and the Institute’s mission.

About Us

The Getty Conservation Institute is dedicated to finding ways to improve conservation of the world’s cultural heritage—its art objects, museum collections, historic buildings, and archaeological sites 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 have expertise in architecture, archaeology, conservation, engineering, chemistry, materials science, physics, information science, operations management, administration, and communications.

This job will be based in our office at the Getty Center in Los Angeles. It will begin in the office full-time and the opportunity to request a telework schedule may be available after an initial period of training and orientation and will be discussed and approved by your supervisor. Typically, staff with approved telework schedules at the Getty Conservation Institute are in the office more than half of the time.

As the Executive Assistant, you will:

• Proactively manage the director’s attention and focus by anticipating needs, clarifying priorities, and ensuring that the director’s time is directed to the most important issues.
• Manage a complex executive calendar, involving competing requests and multiple scheduling priorities.
• Track inquiries received by the director via email, phone, and mail to ensure timely responses; and maintain director’s database of colleagues’ contact information.
• Coordinate all aspects of the director’s national and international business travel arrangements, which also includes preparation of briefing materials and background information for meetings and trips, and timely completion of expense reports in compliance with Getty policies.
• Maintain the director’s office records in accordance with institutional records management policies. This work regularly involves records of enduring value that document the organization’s history and requires preservation of such materials and Getty intellectual property.
• Organize internal and external events of various sizes, which may include venue, catering, technology, and audio-visual arrangements.
• Develop agendas, notes, minutes, and other communications on behalf of the director, including drafting and proofreading correspondence, reports, publications, and presentations, including light editing of images.
• Gather, evaluate, and synthesize information from multiple sources to develop written briefing materials for the director, as requested.
• Process contracts and payments,…