Executive Assistant

California-Institute-of-Technology; Pasadena (CA); On-site; USD 3,995,000 - 5,373,000; Full time

Job summary

Caltech in Pasadena, CA seeks an Executive Assistant to the Director of Undergraduate Admissions. The role provides administrative and operational support, manages calendars, coordinates travel, prepares minutes and reports, and oversees the department's budget.

The ideal candidate is detail-oriented, discreet, proactive, and able to work independently and as part of a team in a fast-paced campus environment, with strong communication and computer skills.

Qualifications

• Bachelor's degree or equivalent experience.
• 3 years of administrative experience.
• Proficiency scheduling meetings and maintaining online calendars.
• Excellent and diplomatic communication skills with good grammar and usage.
• Ability to deal tactfully with documents and matters of a sensitive and confidential nature.
• Demonstrated facility with software programs and eagerness to learn new administrative systems.
• Being conscientious, detailed-oriented, highly organized, and proactive to ensure that short- and long-range tasks are completed in a timely manner.
• Take ownership and able to prioritize assigned tasks and projects; cooperative and self-motivated
• Ability to work in a professional manner with a variety of people in a fast-paced environment, with shifting priorities.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.

Responsibilities

• Provide daily administrative support to the Director of Undergraduate Admissions and act as a liaison between the Director and other offices across campus.
• Maintain the Director’s calendar, keeping current with various appointments and meetings, reserving conference rooms, and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Director is involved. Serve as the recorder and minute taker for the Staff Meetings and Senior Team Meetings.
• Manage the Undergraduate Admissions annual budget, providing monthly updates and ensuring that numbers are accurate.
• Assist with various special events, activities, assignments, and projects as assigned including admitted student yield programs and prospective student recruitment events.
• Maintain confidentiality in all matters related to the Director including organizational plans, salary and benefits, and personnel matters.
• Coordinate complex travel arrangements and itineraries; assist in logistics associated with domestic and international travel and ensure compliance with funding agency travel requirements and any other regulations.
• Perform purchasing and reconciliation. Process expense reports, advances, reimbursements, and payment requests. Manage P-Cards with responsibility for recordkeeping and timely reconciliation.
• Be a high-performing senior member of the administrative team by providing guidance as needed, striving for continuous improvement in processes to ensure best practice and documenting the latter for internal tracking.
• Perform other related duties as assigned.

Skills

Calendar management

Communication skills

Discretion/confidentiality

Office software

Travel coordination

Typing/ proofreading

Deadline-oriented

Organizational skills

Team collaboration

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Adobe Acrobat

Box

Job description

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Executive Assistant provides administrative and operational support to the Director of Undergraduate Admissions and the Office of Undergraduate Admissions. The successful candidate will be detail-oriented, possess initiative, sound judgement, strong problem-solving skills, ability to manage the day-to-day activities of the office using a considerable degree of independence and discretion, adaptability, a willingness to work as part of a team, and the ability to quickly gain knowledge of department, division, and campus-wide operations.

• Provide daily administrative support to the Director of Undergraduate Admissions and act as a liaison between the Director and other offices across campus.
• Maintain the Director’s calendar, keeping current with various appointments and meetings, reserving conference rooms, and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details.
• Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Director is involved. Serve as the recorder and minute taker for the Staff Meetings and Senior Team Meetings.
• Manage the Undergraduate Admissions annual budget, providing monthly updates and ensuring that numbers are accurate.
• Assist with various special events, activities, assignments, and projects as assigned including admitted student yield programs and prospective student recruitment events.
• Maintain confidentiality in all matters related to the Director including organizational plans, salary and benefits, and personnel matters.
• Coordinate complex travel arrangements and itineraries; assist in logistics associated with domestic and international travel and ensure compliance with funding agency travel requirements and any other regulations.
• Perform purchasing and reconciliation. Process expense reports, advances, reimbursements, and payment requests. Manage P-Cards with responsibility for recordkeeping and timely reconciliation.
• Be a high-performing senior member of the administrative team by providing guidance as needed, striving for continuous improvement in processes to ensure best practice and documenting the latter for internal tracking.
• Perform other related duties as assigned.

Basic Qualifications

• Bachelor’s degree or equivalent experience.
• 3 years of administrative experience.
• Proficiency is scheduling meetings and maintaining online calendars.
• Excellent and diplomatic communication skills with good command of grammar and usage.
• Ability to deal tactfully with documents and matters of a sensitive and confidential nature.
• Demonstrated facility with software programs and eagerness to learn new administrative systems.
• Being conscientious, detailed-oriented, highly organized, and proactive to ensure that short- and long-range tasks are completed in a timely manner.
• Take ownership and able to prioritize assigned tasks and projects; cooperative and self-motivated
• Ability to work in a professional manner with a variety of people in a fast-paced environment, with shifting priorities
• Technologically savvy with office equipment, and proficient computer skills including the Microsoft Suite (Word, Excel, PowerPoint), Adobe Acrobat, and Box.
• Experience coordinating travel arrangements and making itineraries.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.

Preferred Qualifications

• Proactive work ethic requiring minimal direction to accomplish goals.
• Demonstrated initiative for taking on unfamiliar or additional tasks.

Required Documents

• Resume.

Hiring Range

$29.00 to $39.00 per hour
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .