"RSI Administrative Assistant"

Position Description

RSI Administrative Assistant

Job Category
Fulltime Regular

ExemptOvertimeEligible
Overtime Eligible

Benefits Eligible
Benefit Based

Apply Now

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

Resnick Sustainability Institute (RSI) was founded in 2009 and has supported research in the areas of energy and sustainability at Caltech since then. RSI is seeking an experienced Administrative Assistant to work with RSI senior managers in support of day-to-day activities of RSI and its staff, including RSI events. The Administrative Assistant will report to the RSI Executive Director of Operations.

Essential Job Duties

• Assist with and manage a wide range of communications, which may include meeting minutes, correspondence, e-mails for internal and external audiences, and social networking postings.
• Manage and track RSI databases and digital assets.
• Oversee service contract schedules.
• Proofread and edit RSI materials, such as white papers, grant applications, and communications.
• Create visually sophisticated communication materials.
• Schedule meetings and appointments; keep and manage calendars; keep and maintain RSI mailing lists and contact databases.
• Support RSI events, including the design of initial event goals, concepts for the event, catering needs, and budget; use commercially available web products to set up meeting websites; manage event registration lists and participant tracking; support overall production of event materials; coordinate the work of event vendors; and process event-related invoices.
• Use P-card or TechMart (e-procurement application) to purchase goods and services for RSI staff and process reimbursements.
• Support RSI staff and RSI visitors as needed with travel logistics and expense reports.
• Work with modern AV equipment and troubleshoot issues throughout the Resnick Sustainability Center.
• Process and maintain sensitive and confidential information.
• Perform other related job duties as assigned.

Basic Qualifications

• Two or more years of administrative support experience.
• Excellent writing, proofreading, and editing skills.
• Demonstrated ability to coordinate events, including budget planning.
• Ability to conduct online research pertaining to RSI tasks.
• Proficient computer skills, including working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Adobe; must be comfortable with learning new applications.
• Aptitude and willingness to learn about and gain proficiency with internal AV systems.
• Excellent customer service skills; must use good judgment, diplomacy, and patience.
• Attention to detail and good time management skills; must have the ability to prioritize, organize, and multitask.
• Must be ethical, discreet, and committed to maintaining confidentiality.
• Must be effective, tactful, and professional in both oral and written communications.
• Work well independently, as well as a member of a team.

Preferred Qualifications

• Visual communications skills, including the use of state-of-the art software tools, including AI, to prepare graphics.
• Knowledge of the higher education environment and familiarity with working in a non-profit environment.
• Experience with Caltech’s administrative applications.

Required Documents

• Resume (2-page limit)
• Cover Letter (1-page limit)
• Samples of webpages or other visual materials that the applicant has prepared and/or created
• List of two professional references (references may be contacted as part of the application process)

Hiring Range

$29.00 - $39.00 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.