Administrative Assistant, Publications Editorial

Job Summary

Getty Publications is seeking a full-time Administrative Assistant to join the staff of its Editorial department. We produce a wide range of high-quality illustrated art books, including exhibition catalogues, collections-based titles, academic monographs, trade titles, and children’s books, for both print and digital formats.

Our award-winning books result from or complement the work of the J. Paul Getty Museum, the Getty Conservation Institute, the Getty Research Institute, and the Getty Foundation. The approximately 35 titles published each year cover the fields of art, photography, archaeology, architecture, conservation, and the humanities for both the general public and specialists.

Getty Publications offers a collegial and collaborative environment where work-life balance is prioritized. Staff members can participate in community service and serve on committees on diversity, equity, accessibility, and inclusion (DEAI), sustainability, and mentorship and community building.

The Administrative Assistant provides a range of administrative support, including requisitioning letters of agreement with authors, freelancers, and other vendors and tracking them through Getty’s financial system; communicating with internal and external collaborators; making travel arrangements; and preparing expense reports. You will be an integral member of the Editorial department and will also interact with Procurement and Contracts, Sales and Marketing, Curatorial, Rights and Reproductions, Getty Digital, and other departments across the Getty.

This job will be based in our offices at the Getty Center in Los Angeles. It will begin in the office full-time, and the opportunity to request a telework schedule may be available after an initial period of training and orientation, subject to discussion with and approval by your supervisor.

Major Job Responsibilities

• Drafts and requisitions letters of agreement and purchase orders for editorial freelancers and authors using Getty’s financial systems, working closely with the Procurement and Finance departments.
• Researches and gathers data for project-related spreadsheets/reports.
• Stays up-to-date on organizational policies and procedures, and shares updates with department staff.
• Monitors manuscript submissions.
• Helps develop and maintain department schedule of projects and updates to departmental databases.
• Schedules a variety of departmental meetings, balancing competing requests and multiple scheduling priorities.
• Makes travel arrangements for supervisor, department, and/or project teams as needed.
• Prepares and submits expense reports.
• Tracks and monitors budget expenditures and reports on variances.
• Helps to onboard interns and new staff.
• Manages and accesses sensitive information, including email and other electronic information.
• Performs other duties and responsibilities as assigned.

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 (particularly Microsoft Word and Excel) and email applications (Microsoft Outlook).
• Ability to follow through and complete assigned tasks.
• Strong verbal and written communication skills.
• Ability to develop and maintain effective working relationships with individuals at all levels of the organization as well as external contacts.
• Ability to exercise high level of discretion and sound judgment.
• Ability to effectively prioritize assignments and collaborate with others.