The J. Paul Getty Trust ("Getty") is seeking a detail-oriented, organized and flexible professional to provide a variety of administrative duties in support of the Human Resources Director, Associate Director, and HR team. As the administrative assistant to the Director, the duties require largely independent execution and include complex scheduling arrangements, day-to-day operations for the HR office, internal and external communications, and information management. The Administrative Assistant serves as a representative of the Director and HR team while interacting with staff at all levels of the organization, as well as high-level external contacts, and develops effective working relationships with colleagues across the Getty. In all work, this role manages and accesses private and/or restricted material; thoughtfulness, discretion, professionalism, and sound judgment are required.

In addition to a comprehensive total rewards package, Getty has a strong commitment to balancing work and personal life and supporting professional development. After a successful introductory period, this role will be hybrid/partially remote.

Please include a cover letter, along with your resume and completed application.

Provide high-level administrative support for Director and Associate Director, including managing calendars, coordinating meetings, preparing materials, and occasional handling of travel arrangements. This requires the ability to adapt to frequently changing schedules and anticipating the needs of participants (e.g. travel time, planning, ideal mode, etc.).
• Assist with projects as needed and on behalf of Director and Associate Director.
• Arrange for external business visitors to site(s), including parking reservations and communication with and greeting visitors.
• Responsible for professional contracts/agreements for the department, requiring attention to detail and strong familiarity with ongoing obligations and partnerships that support HR.
• Ensure payment of invoices, help to manage G/L coding, and ensure HR team has necessary knowledge and understanding of procurement and financial processes.
• Provide overall office support to the HR team including such things as purchasing supplies, mail delivery/pickup, managing information and files, coordinating team meetings and recognition events, and act as "asset administrator" with respect to all technology needs.
• Prepare, review, and edit documents, reports, presentations, and correspondence, ensuring accuracy and adherence to company standards.
• Proactively seek opportunities to expand knowledge of Getty and HR practices, demonstrating a strong willingness to learn.
• Cultivate positive relationships with HR team members, colleagues across Getty, and external partners to foster collaboration, teamwork, and success in the role.

• Bachelor's degree required.
• Minimum of 5 years' experience in an administrative support role. Experience as a senior administrative assistant a strong plus, as is experience in Human Resources.
• Highly organized with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.

• Strong administrative technology skills and ability to learn new tools.
• Proficient in Microsoft products (including Outlook, Word, Excel, PowerPoint and OneDrive) and collaboration tools such as Zoom, DocuSign, etc.
• Ability to handle sensitive information with the utmost discretion and maintain the highest level of confidentiality.
• Excellent verbal and written communication skills, capable of interacting professionally with various stakeholders.
• Able to adapt to changes and shifting priorities while maintaining a positive attitude.
• Actively committed to diversity, equity and inclusion principles.
• Knowledge of HR information management systems and working knowledge of Oracle PeopleSoft a plus.

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 plus two floating 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 GettyHR.com .