Senior Executive Assistant, Undergraduate Admissions & Operations

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

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Job description

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.