Senior Staff Assistant
Senior Staff Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
Job Summary
The Getty Conservation Institute (GCI) is looking for a Senior Staff Assistant to provide administrative support and help with daytoday office operations for our Digital Content team Publications program and newsletter.
The Senior Staff Assistant will be based in our office at the Getty Center in Los Angeles. The job will begin in the office fulltime 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.
Major Job Responsibilities
As a Senior Staff Assistant you will:
Maintain calendars schedule and coordinate meetings and confirm appointments for department staff as well as assist in the organization of departmental meetings
Arrange meeting locations audiovisual equipment parking and catering for staff and consultants as needed
Schedule organize and assist with panel discussions and meetings of advisory boards and other experts both at the Getty Center and other locations within the United States and internationally
Make business travel and conferenceregistration arrangements for department staff as needed and prepare expense reports in accordance with Getty policies and procedures
Assist with the preparation of budget materials. Track and monitor expenses across multiple project budgets
Assist in the administration of contracts for conference organizers authors/writers editors abstractors indexers etc. Enter contract requests in Gettys financial system and act as a liaison to Gettys centralized procurement department to provide information and resolve issues for timely finalization of contracts. Correspond with consultants as needed about the status of their contracts. Process invoices in accordance with Getty procedures track invoices and payments
Assist colleagues in the collection of data and materials for reports special projects budgets etc.
Maintain electronic files and records according to our Digital Data Policies and Procedures
Compose a variety of correspondence and route incoming mail for the department
Proofread correspondence proposals and other materials for department staff
Answer phones take messages and provide routine information to callers
Oversee office supply inventories and initiate supply orders
Serve as a resource to others on Getty policies and procedures
May maintain and update mailing lists request permissions and/or licenses for texts photos and illustrations
May support the intake process for book manuscripts by renaming and organizing files checking file for completeness comparing word counts for manuscripts against book proposals organizing illustration logs and image files
May distribute newly published GCI books to staff contributors and project partners
May support the GCIs presence at conferences by maintaining the inventory of conference goods; arranging for shipping of materials to conference sites; and on occasion staffing our exhibit booth providing information on GCIs projects and activities
Other duties as assigned
You will contribute to the planning of departmental goals and priorities and collaborate with colleagues on departmental activities. Your participation in professional development opportunities is encouraged and supported through onthejob learning specialized training courses and participation in professional meetings and workshops.
Qualifications
- High school diploma/GED; Bachelors degree preferred
- Minimum 34 years related experience
Knowledge Skills and Abilities
Proficient computer skills and demonstrated experience with office software and email applications
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 in a dynamic environment
Attention to detail
All candidates must apply online. Please be prepared to upload your cover letter and resume when prompted to do so by the online application system. Candidates who successfully complete the online application process will receive an automated message via email. If you have questions about this position or the recruiting process please write to
The deadline for applications is June 2 2025.
Benefits and Perks
Here are just some examples that Getty offers/provides for fulltime 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 biweekly OffFridays
- OnSite Fitness Center at Getty Center
- Community service opportunities
To learn more about our comprehensive benefits and long list of perks go to Getty HR.
Required Experience:
Staff IC
Employment Type
Full-Time
