(Temp) Recruiting and Event Coordinator

Caltech; Pasadena (CA); On-site; USD 28,000 - 45,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Caltech is seeking a temporary Recruiting and Events Coordinator to support the employer relations team with event coordination and staffing for campus and virtual sessions. The role focuses on coordinating events, managing registrations, and assisting with recruitment operations while a search for a permanent coordinator proceeds.

This position requires regular onsite work on Caltech's Pasadena, CA campus and offers a temporary assignment with potential part-time extension during peak seasons.

Qualifications

• High school diploma or equivalent.
• Excellent communication and interpersonal skills.
• Professional and approachable demeanor.
• Ability to work with a wide variety of people.
• Physical ability to lift 25 pounds.
• Ability to set up and tear down event space.
• Ability to assist with AV equipment setup.
• Ability to work outside standard business hours occasionally.

Responsibilities

• Coordinate and execute recruiting and campus events, both on-site and virtual.
• Assist with event logistics, setup, registration, and breakdown.
• Greet and guide employers, recruiters, attendees, and alumni.
• Handle communications about events, sessions, and schedules.

Skills

Excellent communication

Interpersonal skills

Professional demeanor

Ability to work with diverse people

Education

High school diploma

Job description

(Temp) Recruiting and Events Coordinator Job Category Fulltime Temporary ExemptOvertimeEligible Overtime Eligible Benefits Eligible Benefit Based

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

Career Achievement, Leadership, and Exploration (CALE) at Caltech is seeking a temporary recruiting and event coordinator to join our team and play a key role assisting the employer relations team with event coordination and staffing while we conduct a search to fill the permanent recruiting and event coordinator role, with the possibility to stay on part time to assist with events during our busy season. The recruiting and events coordinator implements components and initiatives related to employer relations and recruitment operations, including interviews and information sessions held on campus and virtually. They communicate information about recruiting, employer-led events, and information sessions, etc. to students, postdocs and alumni via weekly newsletter, targeted emails, social media, and flyers. The recruiting and events coordinator also helps track recruiting activity and contributes to detailed reports.

As an event coordinator, you will be responsible for ensuring the smooth execution of our recruiting events, creating a positive experience for employers, recruiters, students, scholars, and alumni. This role will collaborate closely with the recruiting and operations coordinator to ensure all logistics are in place including, but not limited to event setup, attendee assistance, and representing Caltech in a professional manner.

This role will require regular onsite work on our campus in Pasadena, CA. This is a temporary assignment.

• Event Coordination:
  
  
  
  • Communicate with employers.
  
  
  • Place catering orders.
  
  
  • Book rooms.
  
  
  • Maintain event records and registration within Next Steps, CALE’s recruiting platform.
  
  
  • Send emails with logistical information to employers.
  
  
  
  


• Event Setup and Breakdown:
  
  
  
  • Prepare and set up event materials, booths, and signage.
  
  
  • Ensure the venue is organized and visually appealing.
  
  
  • Set up AV equipment, beverages, and/or food (if applicable).
  
  
  • Manage the distribution of promotional materials and company swag (if applicable).
  
  
  • Capture accurate attendance for evaluation purposes.
  
  
  • Assist with breakdown and cleanup post-event.
  
  
  
  


• Attendee Assistance:
  
  
  
  • Greet and guide employers, recruiters, and attendees upon arrival.
  
  
  • Provide information about the event schedule.
  
  
  • Address attendee inquiries and concerns in a friendly and professional manner.
  
  
  
  


• Other duties as assigned.

Basic Qualifications

• Physical ability to lift 25 pounds.


• Ability to set up and tear down event space.


• Ability to assist with AV equipment set up.


• Ability to work outside standard business hours occasionally.


• High school diploma.


• Excellent communication and interpersonal skills.


• Professional and approachable demeanor.


• Ability to work with a wide variety of people.

Preferred Qualifications

• Familiarity with STEM.


• Familiarity with the Caltech Community.

Required Documents

• Resume.

Hiring Range

$20.00 - $33.00 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] .