Administrative Assistant

Administrative Assistant

Caltech

Job Category: Occasional

Exempt Overtime Eligible: Overtime Eligible

Benefits Eligible: Non-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

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

Essential Job Duties

• Provide comprehensive administrative support to 1 faculty member. Including assistance with special projects related to the transition, organization, and clearance of office and files, ensuring accurate filing, record retention, and document organization.
• Purchase supplies as needed using the P card and reconcile monthly P card statements in accordance with institutional policies.
• Manage calendar, scheduling meetings, and appointments as needed.
• Coordinate domestic and international travel arrangements as needed; process travel and expense reports; assist with related logistics; and deposit reimbursement checks.
• Maintain and update professional websites for faculty as requested.
• Provide administrative support requiring excellent typing, editing, and proofreading skills, including preparation and review of correspondence and documents.
• Other duties as assigned

Basic Qualifications

• Associates 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.