Events Assistant, Advancement and Alumni Relations

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

As an integral part of our events team, you will provide administrative and event support for groundbreaking ceremonies, building dedications, luncheons and dinners with donors, and other events that support our development and constituent engagement objectives.

As an Events Assistant, you will work closely with and support the Director of Events, Events Managers, and others on the team to implement and execute programs and events.

In this role, you will have the opportunity to be a part of an exciting and dynamic team that is committed to delivering high-quality events that support our development and engagement objectives. If you are a highly motivated individual looking for a challenging yet rewarding role in event planning and coordination, this position is for you!

Essential Job Duties

• Support the events director, event managers, and others on the team by managing calendars, expense accounts, and completing events-related logistic tasks as assigned.
• Responsible for venue research, reservations, contracts, payments, logistics, and general operations.
• Provide day-of event support.
• Create event codes, run reports, and update information through the donor database.
• Maintain digital and physical organization of event information, and schedule planning and follow up meetings within the events team and with key stakeholders.
• Lead on the production of event materials such as nametags, invitations, registration lists, seating cards, and more.
• Maintain inventory and organization of the events supply room, and order supplies and equipment.
• Work effectively with AAR and Institute teams, volunteers, and committee members.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s Degree or equivalent experience.
• Previous experience with event or project coordination.
• Strong computer skills, specifically with MS Word and Excel, desktop publishing, graphic design (Photoshop and InDesign), and database tracking systems, required.
• Excellent interpersonal skills along with the ability to communicate effectively and efficiently with co-workers and constituents.
• Exceptional time management and organizational skills.
• Ability to participate in a fast-paced environment, to maintain a sense of humor, creativity, and manage several multifaceted projects simultaneously and independently while meeting aggressive deadlines.
• Strong organizational skills, the ability to collaborate and work effectively across groups, and be extremely detailed-oriented.
• Demonstrate the ability to practice and adhere to institutional values, be tactful, discrete, diplomatic, and able to deal sensitively with confidential information.

Preferred Qualifications

• Work experience in a development organization.
• Familiarity with Caltech systems.

Required Documents

• • Resume
  • Cover Letter