(Temp) Recruiting and Events Coordinator

California Institute of Technology; Pasadena (CA); On-site; USD 28,000 - 45,000; Full time

Job summary

California Institute of Technology in Pasadena seeks a temporary Recruiting and Event Coordinator to assist employer relations with event coordination and staffing while a search for a permanent role is underway. This role involves coordinating interviews and information sessions on campus and virtually, and communicating with students, postdocs, and alumni through newsletters and emails.

The position requires onsite work, strong communication, and hands-on event logistics support, including

Qualifications

• High school diploma or equivalent.
• Excellent communication and interpersonal skills.
• Professional and approachable demeanor.
• Ability to work with a wide variety of people.
• Willingness to work occasional evenings or weekends.
• Physical ability to lift 25 pounds and set up event space.

Responsibilities

• Coordinate and communicate with employers and recruiters for events.
• Handle event setup, room bookings, catering, and AV as needed.
• Maintain event records and participant registration in recruitment platforms.
• Assist attendees and provide information on schedules and logistics.
• Support logistics and post-event breakdown and cleanup.

Skills

Excellent communication

Interpersonal skills

Professional demeanor

People skills

Physical ability to lift 25 pounds

Ability to work outside standard hours

Education

High school diploma

Tools

AV equipment setup

Room/venue setup

Event coordination software

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

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.

Essential Job Duties

• 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.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

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].