Project/Administrative III

The Getty Research Institute (GRI) seeks a highly organized, personable, proactive, and flexible Project/Administrative Assistant III to join the Getty Library's 2-person administrative team. The GRI is dedicated to furthering knowledge and advancing understanding of the visual arts and their various histories through its expertise, active collecting program, public programs, institutional collaborations, exhibitions, publications, digital services, and residential scholars programs. Among the world's premier art libraries, the Getty Library and its Special Collections include over 1.5 million volumes, vast archival resources, and digital resources serve a large international community of scholars and the interested public. The Institute's activities and scholarly resources guide and sustain each other and together provide a unique environment for research, critical inquiry, and scholarly exchange.

The Project/Administrative Assistant III will share in providing administrative support for the activities and projects of the Library and a 62-person staff, which includes the Chief Librarian, the Head of Research Services, and 10 managers and their teams; this administrative team also supports the 4-person department of Institutional Records & Archives.

Working with the senior Project/Administrative Assistant IV, this position often handles a wide variety of tasks daily, particularly in providing calendar, meeting, travel, and event support, ordering supplies, and attending to various other administrative projects as assigned, including maintaining files, coordinating contracts and reports, and gathering information on a variety of topics at various times throughout the year.

The successful candidate will be interested in helping to further the Library's mission as one of the world's largest art libraries, serving a diverse array of researchers from around the world in-person and virtually. They will have an ability to multitask and still pay attention to detail, as well as strong communication skills (written and verbal), excellent interpersonal skills to interact with all levels of staff, internal and external colleagues and guests, vendors and contractors, and an ability to exercise discretion with matters relating to human resources, budget, collections, and library users.

Performs administrative duties associated with scheduling and coordinating meetings, convenings, and planning events. Arranges with external vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. May attend functions to ensure satisfactory outcome.
• May maintain supervisor, department or project team calendar and accepts or declines commitments on his/her behalf
• Makes travel arrangements for supervisor, department or project team as needed
• Prepares expense reports in accordance with Getty Business and Expense policy and procedures
• Composes and produces a variety of correspondence, reports and related materials or guides the work of other staff to produce these materials
• Coordinates the preparation, development and production of documents, such as presentations or proposals
• Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures organizational policies and procedures
• Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively
• May assist in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances
• Serves as internal resource to department/program staff on Getty policies and procedures. Researches information and relays official interpretations. Stays up to date on organizational policies and procedures
• Assists in maintaining office equipment and purchases
• May advise, direct or review the work of staff or external consultants

• High school diploma/GED; bachelor's degree preferred
• Experience working in a library, museum, or academic setting preferred
• Minimum 3-4 years related experience

• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated ability to follow through and complete assigned tasks
• Excellent organizational skills and attention to detail
• Strong verbal and written communication skills
• Excellent customer service/interpersonal skills
• Ability to prioritize and multi-task

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.