Strategic Executive Assistant to Admissions Director

Caltech; Pasadena, Northern (CA, KY); Hybrid; USD 40,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plans

Paid time off

Job summary

Caltech in Pasadena seeks an Executive Assistant to provide administrative and operational support to the Director of Undergraduate Admissions and the Office of Undergraduate Admissions. The role requires initiative, sound judgement, discretion, and the ability to manage day-to-day activities with independence and teamwork.

Responsibilities include calendar management, meeting coordination, minute-taking, budget oversight, event support, travel logistics, purchasing, and preparing reports.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3 years of administrative experience.
• Proficiency in scheduling meetings and maintaining online calendars.
• Excellent and diplomatic communication skills with good grammar and usage.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office, Adobe Acrobat, and Box.

Responsibilities

• Provide daily administrative support to the Director of Undergraduate Admissions and act as liaison between the Director and other offices across campus.
• Maintain the Director’s calendar, arrange meetings, reserve conference rooms, coordinate catering, and organize materials.
• Prepare minutes and reports for internal and external groups; record meetings.
• Manage the Undergraduate Admissions budget with monthly updates and accuracy.
• Assist with events, yield programs, and prospective student recruitment activities.
• Coordinate travel arrangements and itineraries, including international travel and regulatory compliance.
• Handle purchasing, reimbursements, and P-Card reconciliation.
• Contribute to process improvements and act as a senior member of the administrative team.

Skills

Calendar management

Meeting scheduling

Discretion

Communication

Microsoft Office

Adobe Acrobat

Education

Bachelor's degree or equivalent

Tools

Box

Adobe Acrobat

Microsoft Suite

Job description

Caltech in Pasadena seeks an Executive Assistant to provide administrative and operational support to the Director of Undergraduate Admissions and the Office of Undergraduate Admissions. The role requires initiative, sound judgement, discretion, and the ability to manage day-to-day activities with independence and teamwork.

Responsibilities include calendar management, meeting coordination, minute-taking, budget oversight, event support, travel logistics, purchasing, and preparing reports.