What are the responsibilities and job description for the Sr Staff Assistant, Exhibitions position at J. Paul Getty Trust, The?
Job Summary
Our Mission
The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting, and interpreting works of art of outstanding quality and historical importance and is one of four programs of the J. Paul Getty Trust. The Museum operates two facilities, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art: Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photographs to the present day (including non-European works). The Museum mounts approximately 25 temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors.
The Opportunity
The J. Paul Getty Museum seeks a Senior Staff Assistant in the Exhibitions Department. Reporting to the Head of Exhibitions, this team seeks a highly organized, responsible, and flexible individual to provide administrative support. The successful candidate will be proficient with Microsoft Office applications and data systems in particular MS Excel, have strong administrative, communication (both written and verbal) and interpersonal skills, exhibit exceptional attention to detail, and exercise discretion in dealing with information.
Duties require largely independent execution, including scheduling meetings, events, and domestic and international travel; composing and tracking a wide range of documents, coordinating with outside vendors to provide professional translations, preparing reports; achieving proficiency with institutional software systems; processing payments for outside consultants. Undertakes administrative projects and conducts data analysis. Regularly performs a variety of routine accounting, budget tracking and forecasting, expense reporting, data entry, filing, desktop computer support, mailing, and other clerical tasks. Anticipates departmental administrative needs and develops efficiencies to maximize workflow productivity. Handles complex written and phone inquiries and interacts with all levels of internal personnel and external colleagues and guests. Work will initially be onsite for the first three months to be re-evaluated at that time for telework.
Major Job Responsibilities
- Function as the primary point of contact for the Museum’s art movement calendar, receives and compiles updates from various sources throughout the institution, and is responsible for its regular distribution.
- Composes and produces a variety of business correspondence, reports and related materials or guides the work of other staff to produce these materials.
- Coordinates the preparation, development and production of major documents, such as presentations or proposals.
- Responds to inquiries and requests for information requiring knowledge of department/program activities, policies and procedures.
- 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.
- 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.
- Researches and gathers data for department/program reports. Conducts preliminary analysis of data and recommends report content and format to display findings most effectively.
- Assists in administration of contracts and payments. Interacts with Procurement and Finance Departments to provide information and resolve issues.
- May assist in the preparation of budget materials. Tracks and monitors budget expenditures and reports on variances.
- Oversees day-to-day office operations. Implements changes or enhancements to procedures to improve productivity and efficiency.
- Assists in maintaining office equipment and purchases.
- May advise, direct or review the work of staff or external consultants.
Qualifications
- High school diploma/GED; Bachelor's degree preferred
- Minimum 3-4 years related experience
Knowledge, Skills and Abilities
- Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office, particularly Excel (Word, Excel, PowerPoint, Visio), Zoom, email applications (Outlook), financial applications (ideally PeopleSoft) and Adobe Acrobat
- Demonstrated ability to follow through and complete assigned tasks
- Strong verbal and written communication skills
- Excellent customer service/interpersonal skills
- Ability to prioritize and multitask
Benefits and Perks
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.
Salary : $27 - $35