Executive Assistant

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 Vice President/Chief Human Resources Officer (CHRO), Associate Director, and team. The duties require largely independent execution and include complex scheduling, general support for the office, internal and external communications, and information management. The Executive Assistant serves as a representative of the CHRO and team while interacting with staff, Board of Trustee members, external contacts, and staff across Getty. In all work, this role manages and accesses private and/or restricted information. Thoughtfulness, discretion, professionalism, and sound judgment are required.

The Human Resources & Payroll Services team at Getty is dedicated to providing exceptional support and resources that help attract, develop and retain our workforce. We strive to foster a collaborative work environment where everyone can flourish and contribute their best to Getty, its work and its mission.

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 may be considered for hybrid/partially remote.

Along with your resume, please include a cover letter expressing your interest in this role, and a completed application

Provide administrative support to CHRO, including managing the calendar, 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 meeting mode, etc.).
• Support executive position searches, including liaising with search firms, coordinating meetings and interviews, planning for in-person meetings, etc.
• Arrange for external business visitors to site(s), including parking reservations and communication with and greeting visitors.
• 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.
• Cultivate positive and effective relationships with team members, colleagues across Getty, and external partners that foster collaboration, teamwork, and success in the role.
• Proactively seek opportunities to expand knowledge of Getty and HR practices, demonstrating a strong willingness to learn.
• Assist with projects as needed and on behalf of the CHRO and Associate Director.

• Bachelor's degree required; preference for Business Administration or Human Resources.
• Minimum of 5 years' proven experience in a high-level and complex administrative support role.
• Highly organized with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Interest and/or experience in Human Resources desired.

• 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.
• High level of integrity and 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.
• Strong interpersonal skills with ability to build relationships across all levels of the organization.
• Knowledge of HR information management systems 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
• 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.