Project/Administrative III

About the Role

Getty is dedicated to fostering a diverse and inclusive workplace that represents the communities it serves. The organization values inquiry, mutual respect, transparency, and collaboration. This role focuses on providing comprehensive administrative and project coordination support to the Engineering & Maintenance Director of Facilities.

Key Responsibilities

• Draft and prepare various business communications, reports, and related documents, guiding others as necessary to produce these materials.
• Manage the development and production of important documents such as proposals and presentations.
• Respond to requests for information requiring familiarity with departmental activities, policies, and procedures.
• Schedule and coordinate meetings, events, and convenings, including liaising with external vendors, preparing agendas, organizing materials, and possibly attending events to ensure successful outcomes.
• Maintain calendars for the supervisor, department, or project team by managing appointments and commitments.
• Arrange travel plans for supervisors and team members as required.
• Prepare expense reports in compliance with Getty's Business and Expense policies.
• Collect and analyze data for departmental reports, recommending formats to effectively present findings.
• Support contract administration by coordinating with Procurement and Finance departments to resolve any issues.
• Assist in budget preparation, monitor expenditures, and report on budget variances.
• Oversee daily office operations, implementing improvements to boost efficiency and productivity.
• Serve as an internal resource on Getty policies and procedures, providing interpretations and staying updated on organizational guidelines.
• Manage office equipment and purchasing processes.
• May provide guidance or supervision to staff or external consultants.

Qualifications

• High school diploma or GED required; bachelor's degree is preferred.
• At least 3 to 4 years of relevant experience.

Skills and Abilities

• Strong proficiency with office software and email applications.
• Reliable in following through and completing assigned tasks.
• Effective written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Ability to manage multiple priorities and multitask efficiently.
• Foreign language reading or conversational skills are a plus, depending on assignment.

Employee Benefits and Perks

• Medical, dental, and vision insurance provided from the start date, with Getty covering 75% to 95% of premiums based on plan choice.
• Participation in a 403(b) retirement plan with up to 5% employer match.
• Getty contributes 6% to a 401(a) retirement account on behalf of the employee.
• Educational assistance and opportunities for professional growth.
• Paid vacation, sick leave, personal days, and 12 paid holidays annually.
• Many roles include bi-weekly Fridays off.
• Access to an onsite fitness center at Getty Center.
• Opportunities for community service involvement.

Equal Employment Opportunity

Getty provides equal employment consideration regardless of age, ancestry, citizenship, color, disability, ethnicity, gender identity, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected characteristic.