Administrative Operations & Events Specialist

Caltech; Pasadena (CA); On-site; USD 32,000 - 39,000; Full time

Job summary

Caltech is seeking an Administrative Operations Assistant to join the IPAC Administrative Team in Pasadena, California. This role supports day-to-day office operations, event coordination, recruitment support, and internal staff services in a collaborative academic environment.

Reporting to the Staff Operations & Strategic Initiatives Lead, you will manage calendars, greet visitors, assist with conferences, coordinate onboarding/offboarding, handle purchases and reimbursements, and maintain

Qualifications

• Three years of relevant administrative or office support experience.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and experience using Google Workspace.
• Strong organizational, communication, and customer service skills.

Responsibilities

• Provide general office and administrative support, including routing inquiries, maintaining calendars, scheduling meetings and conference rooms, handling confidential information, and responding to routine staff requests.
• Greet and assist visitors, respond to routine staff and guest inquiries, and coordinate packages, vendors, and deliveries.
• Support conferences, workshops, meetings, and social events, including registration, catering, attendee communications, materials, supplies, payment tracking, and event setup/breakdown.

Job description

Caltech is seeking an Administrative Operations Assistant to join the IPAC Administrative Team in Pasadena, California. This role supports day-to-day office operations, event coordination, recruitment support, and internal staff services in a collaborative academic environment.

Reporting to the Staff Operations & Strategic Initiatives Lead, you will manage calendars, greet visitors, assist with conferences, coordinate onboarding/offboarding, handle purchases and reimbursements, and maintain