Administrative Operations & Events Coordinator (Hybrid)

California Institute of Technology; Pasadena (CA); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

On-site at Caltech campus

Remote work after training (1 day/week

Comprehensive benefits

Job summary

Caltech's IPAC Administrative Operations Assistant role is based on the Pasadena campus, providing essential support for day-to-day office operations, events, recruitment, and staff services.

The position offers on-site work with occasional remote flexibility after training, and requires strong organization, communication, and confidentiality handling in a diverse academic environment.

Qualifications

• Three years of relevant administrative or office support experience.
• Proficiency with Microsoft Office applications and Google Workspace.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple tasks, meet deadlines, and handle confidential information.

Responsibilities

• Provide general office and administrative support, including scheduling and calendar management.
• Greet visitors and assist with inquiries, packages, vendors, and deliveries.
• Support conferences, events, and meetings including registration, budgeting, and logistics.
• Assist with recruitment processes, onboarding, and documentation for visitors and non-tenured appointments.
• Process purchases, reimbursements, and reconcile expenses; maintain records.

Skills

Administrative experience

Microsoft Office

Organizational skills

Communication skills

Education

Bachelor's degree

Tools

Microsoft Word/Excel/Outlook/PowerPoint

Google Workspace

Job description

Caltech's IPAC Administrative Operations Assistant role is based on the Pasadena campus, providing essential support for day-to-day office operations, events, recruitment, and staff services.

The position offers on-site work with occasional remote flexibility after training, and requires strong organization, communication, and confidentiality handling in a diverse academic environment.