Administrative Assistant

Updated: about 2 months 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

The Einstein Papers Project is seeking an administrative assistant responsible for clerical work tasks within the Humanities and Social Science Division. Requires initiative, judgement, and knowledge of division and campus operations.

Essential Job Duties

  • Prepare the office for daily functioning by turning on copy machines, turning on printers, ensuring the office is tidy.
  • Filing, photocopying, ordering food for group lunches, distributing mail, and routing email inquiries to appropriate staff.
  • Monitor progress of maintenance work being done in the offices and ensure the integrity of the Einstein Papers is not compromised.
  • Purchasing office supplies, food and other essentials for the Einstein Papers office using Techmart, Track orders in Techmart to ensure prompt delivery.
  • Purchase services and supplies, using P-card and procurement administrative systems in accordance with Institute and government policies; maintain accurate and complete documentation; process reimbursements for general expenses.
  • Assist with special events such as lunches, group meetings, individual seminars, seminar series, named lectures and conferences; assists with event logistics, sets up presentation AV, schedules meetings with faculty. Reviews event budgets and reconciles expenses for each event.
  • Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports.
  • Provide administrative support as needed to hosted visitors.
  • Other duties as assigned.

Basic Qualifications

  • BA or equivalent.
  • 2 years or more of relevant experience.
  • Experience with Word, Excel, Zoom, Adobe, Techmart and Oracle.
  • Collegial communications skills.
  • Willing to learn new skills.

Required Documents

  • Resume

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