The J Paul Getty Trust Hiring for Administrative Assistant (Human Resources) at Los Angeles, CA  Full Time

Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a diverse and welcoming workplace that reflects the diversity of the communities we serve and includes individuals with diverse backgrounds and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

The J. Paul Getty Trust (“Getty”) is well-known locally for its museums in the Los Angeles area. Our 1,400+ employees are dedicated to the work we do in Los Angeles and around the world – including conservation, research, publications, exhibitions, grants, education and more. Getty strives to create a workplace where everyone can flourish and contribute their best to Getty, its work, and its mission.

We are currently seeking a detail-oriented and intuitive Executive/Administrative Assistant in Human Resources to support the Director, Associate Director, and HR team. Reporting to the Director of Human Resources, this role provides an opportunity for someone with a combination of exceptional organizational skills, astuteness, and a willingness to learn to contribute to the success of HR and helping to foster a collaborative work environment.

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 fully completed application.

Provide high-level administrative support to Director and Associate Director, including managing calendars, arranging appointments, coordinating meetings, and some 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.).
• The coordination of meetings may include scheduling/calendaring, communication with participants, conference room reservations and room set-up, arranging catering, audio-visual needs, etc.
• Arrange for external business visitors to site(s), including parking reservations and communication with and greeting visitors.
• Responsible for accurate and timely submission of contracts/agreements for the department, ensuring HR team is aware of procedures and deadlines, and working closely with Getty’s Procurement department. This requires attention to detail and strong familiarity with ongoing obligations and partnerships that support HR.
• Oversee departmental operating budget including annual preparation of budget, submission of invoices for payment, quarterly reporting, managing G/L coding, and ensuring HR team has necessary knowledge and understanding.
• Support a positive working atmosphere within HR and the recognition of the HR team through events, acknowledgments, etc.
• Provide overall support to HR team, including procurement of supplies, assisting with mail pickup/delivery, managing HR vacation calendar, coordinating team meetings, assisting with major mailings; etc.
• Act as “asset administrator” with respect to all technology needs for each person in Human Resources, ensuring necessary orders are made for timely equipment replacement.
• Respond to requests for verification of employment, adhering to legal requirements for release of such information and maintaining records.
• Following business trips or business-related expenditures of the Director or Associate Director, prepare accurate expense reports in compliance with Getty policies.
• Act as point of contact for and representative of Director or Associate Director with staff, as well as internal/external stakeholders, exhibiting effective communication skills and professionalism.
• Prepare, review, and edit documents, reports, presentations, and correspondence, ensuring accuracy and adherence to company standards and the voice of the author.
• Assist in maintaining and organizing HR databases, records, and files, ensuring they are up-to-date, easily accessible and align with Getty’s record retention requirements.
• May conduct research on HR-related topics, as requested in support of the Director and/or Associate Director.
• 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. Participate in organized group meetings with those across Getty having similar responsibilities.

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

• 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.
• 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. Knowledge of HR information management systems and working knowledge of Oracle PeopleSoft desired.
• Able to adapt to changes and shifting priorities while maintaining a positive attitude.
• Strong critical thinking skills, applied to identify challenges and propose viable solutions.
• Collaborates effectively with others, supporting team goals and contributing to a harmonious work environment.
• Must be actively committed to diversity, equity and inclusion principles.

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.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.