Museum Council Coordinator

Our Mission

The J. Paul Getty Museum seeks to inspire curiosity about, and enjoyment and understanding of, the visual arts by collecting, conserving, exhibiting, and interpreting works of art of outstanding quality and historical importance and is one of four programs of the J. Paul Getty Trust. The Museum operates two sites, the Getty Villa in Malibu, which exhibits its collection of Greek and Roman antiquities, and the Getty Center in Brentwood, which displays its collections of European art: Medieval and Renaissance illuminated manuscripts, paintings, sculpture, decorative arts, drawings to 1900, and photography to the present day (including non-European works). The Museum mounts approximately 25 temporary exhibitions a year across its two sites; maintains an annual permanent gallery improvement program and offers wide-ranging and ambitious programming for its visitors.

The Opportunity

The J. Paul Getty Museum seeks a qualified Museum Council Coordinator to provide administrative support for the Museum's council activities and its two council managers. The successful candidate will have exceptional communication skills (written and verbal), excellent ability to interact with all levels of staff, internal and external colleagues and guests, and an ability to multi-task, as well exercising a high degree of confidentiality and discretion. Reporting to the Senior Museum Council Manager, the Museum Council Coordinator will assist in coordinating the ongoing council activities that range between one to two meetings per year for each five councils and maintaining ongoing council member communications.

The team is a small close-knit department and communication between our team, with our colleagues and as a representation of the Museum Director is of great importance. While this position will focus on primarily administrative duties, there is no task too small, and we operate with a sense of a friendly, professional protocol. Collegiality, a strong sense of self and respect for others are mottos we use to navigate what can be a busy work environment. An upbeat and objective perspective will be helpful, with a willingness to help others when needed. We are looking for someone who is intuitive and self-directed; someone who asks questions and is an engaged learner.

Sets up and maintains electronic files and records, to include council correspondence and department documents.
• Drafts and coordinates council/donor correspondence between program staff (curatorial, conservation, leadership) and council members.
• May assist Museum Council managers with coordination of council travel including processing requisitions and purchase orders, travel authorizations and expense reports, as well as working with Getty staff and vendors.
• Assists with council and other related events and meetings, including scheduling, drafting minutes, coordinating invitation/attendee lists, tracking multiple RSVP's, working with audio visual on meeting formats to include hybrid/virtual options, knowledge of on-site logistics and operations would be helpful.
• Maintains program calendar for Museum donor and council related events.
• Coordinates with other stewardship staff to minimize potential conflicts.
• Responds to stewardship inquiries from current and prospective donors, council members and Trustees.
• Coordinate individual VIP visits and requests from Council members which may involve TOH parking reservations, restaurant reservations, private tours, involving multiple correspondence and follow-though.
• Compile Council member mailings, including gift publications, in a timely manner.
• Create and maintain Council member rosters and member directories and biographies.
• Assemble materials for Council related events, including name tags, table tents, and folder materials.
• Liaise with Development staff on Council related tasks such as membership, renewals, donor cultivation, and other events.
• Coordinate after hour internal services for events, such as room reservation and setup, parking allocation, coordination of security and shuttle needs, audio visual equipment and services, catering and food/beverage services, etc.

• Bachelor's degree
• Previous administrative experience

• Stewardship experience or related experience in an art institution preferred.
• Proficient computer skills and demonstrated experience with office software and email applications - Microsoft Office (Word, Excel, PowerPoint, Visio), Zoom, email applications (Outlook), financial applications (ideally PeopleSoft) and Adobe Acrobat. Working knowledge of Photoshop, a plus.
• Working knowledge of development software such as Raisers Edge, and proficiency with conference room scheduling such as GERT, the Getty Event Room Tracking and booking system.
• Demonstrated ability to follow through and complete assigned tasks.
• Excellent verbal and written communication skills.
• Ability to be tactful, diplomatic, and a team player to collaborate with a wide range of colleagues in a positive environment.
• Experience working in large organization, museum, university or non-profit.
• Demonstrated success in following through and completing projects and assignments.
• Excellent concierge and/or customer service/interpersonal skills.
• Multitasking and forecasting, and a high degree of emotional intelligence. An awareness of self and others can provide an authentic relationship built on trust.

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
• 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 Getty HR.