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Job Summary

We are seeking a talented, enthusiastic, and detail-oriented Administrative Assistant to join the Physics, Mathematics & Astronomy Division administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of administrative and clerical activities to support faculty members in PMA.

This is a full-time, regular position reporting to the PMA Business Operations Supervisor.This is an on-site position on our Pasadena campus.

Essential Job Duties

• Provide daily administrative support to professors and their research groups.
• Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
• Coordinate in-person group meetings and special events including logistics, lodging, travel, catering, and facilities.
• Schedule meetings and maintain faculty calendars.
• Prepare classroom materials.
• Maintain professors' curriculum vitae, publication listings, and websites.
• Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
• Provide administrative support as needed to faculty-hosted visitors and scholars.
• Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations.
• Assist with team department administrative tasks such as in-person weekly seminars and event planning, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support.
• Edit and proofread correspondence and office forms, the non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
• Maintain and update class and professors' websites.
• In-person on-boarding of new group members.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent.
• 3 years of administrative experience.
• Ability to maintain confidentiality.
• Demonstrated facility with software programs and eagerness to learn new administrative systems.
• Intermediate-level Excel skills.
• Experience using Microsoft Office/Office 365 and Adobe.
• Experience coordinating travel arrangements and making itineraries.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.

Preferred Qualifications

• Proactive work ethic requiring minimal direction to accomplish goals.
• Demonstrated initiative for taking on unfamiliar or additional tasks.
• Experience using website design software (i.e., Wagtail or similar).
• Experience with Caltech systems.

Required Documents

• Resume