J Paul Getty Trust The - Los Angeles, CA
posted 3 months ago
The Executive Assistant provides high-level administrative support to the Vice President of Development at the J. Paul Getty Trust. This role is crucial in ensuring the smooth operation of the VP's office, which includes scheduling meetings, managing daily calendars, and handling various administrative responsibilities. The Executive Assistant will also oversee the overall needs of the department, which involves organizing departmental meetings, onboarding new team members, and disseminating important information to ensure effective communication within the team. In addition to administrative tasks, the Executive Assistant will administer the operations of the VP of Development's office. This may include supervising staff, managing electronic information systems, and resolving complex departmental problems. The role requires analyzing operations and preparing reports that include conclusions and recommendations for change. The Executive Assistant will prepare the VP for meetings by collecting and presenting relevant information for discussions with the President, senior leadership, trustees, visiting dignitaries, and donors. The position also involves managing high-priority projects, ensuring deadlines are met, and preparing written communications on behalf of the VP. This includes reviewing and editing correspondence, reports, and departmental communications. The Executive Assistant will assist in public relations and other activities as assigned, coordinating planning and logistics for donor meetings and VIP visits, and providing support for Development event activities. Furthermore, the Executive Assistant will manage a variety of projects on behalf of the supervisor or program, monitoring progress and keeping appropriate individuals informed of progress toward established goals. The role requires a high level of discretion and sound judgment, especially when managing sensitive information, including email and other electronic data. The Executive Assistant will also use Raiser's Edge database software to access information and track donor stewardship, solicitation, and engagement. Other responsibilities include the preparation and submission of expense reports in adherence to Getty business policies and performing other duties as assigned.