Administrative Assistant

Updated: 2 days ago
Location: Pasadena, CALIFORNIA

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

 Provide administrative support to one professor in the division of Biology and Biological Engineering at Caltech

Essential Job Duties

  • Purchase supplies using P-card. Reconcile monthly P-card reports.
  • Maintain faculty member’s calendar and schedule meetings/appointments.
  • Coordinate travel arrangements, process expense reports; assist with logistics associated with domestic and/or international travel.
  • Deposit reimbursement checks.
  • Liaise with representatives at universities, non-profit organizations, foundations, corporate boards of biotechnology companies.
  • Maintain professors’ curriculum vitae, publication listings, and websites.
  • Provide recommendation and award letters for numerous lab alumni.
  • Excellent typing and proofreading skills.
  • Other duties as assigned.

Basic Qualifications

  • Associate degree or equivalent education and 3 years of relevant experience as an administrative assistant.
  • Detailed, process-oriented, excellent organizational skills, able to prioritize work effectively and meet deadlines.
  • Good judgment and discretion; ability to maintain confidentially.
  • Cooperative and self-motivated; handle duties in a proactive and timely manner.
  • Strong interpersonal, written, and diplomatic communication skills.
  • Experience using Microsoft Office/Office 365 and Adobe.
  • Experience coordinating travel arrangements and making itineraries.
  • Ability to work independently. 

Required Documents

  • Resume.



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