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Job Summary The Administrative Assistant provides administrative and clerical support for multiple attorneys and the Department in general. The position provides support for a variety of tasks.
Job Duties - Manage JPL front desk: screen and route phone calls, welcome and direct guests, review and route mail - Provide administrative assistance to multiple attorneys requiring a thorough knowledge of the Departmant's processes and the Institute's policies and procedures - Maintain calendars; schedule meetings and appointments, etc - Apply advanced knowledge of administrative functions to plan, coordinate, and assist in business operations such as drafting, typing, editing, and proofing correspondence and misc. forms - Be main point of contact for the Department - Process and maintain sensitive and confidential information - Processes expense reports and payment requests - Track and maintain publications received - Track, maintain, and order office supplies - Assist with intellectual property related work - Prepare and edit presentations including graphics - Organize event logistics as necessary - Perform general computer duties - Perform data entry - Perform additional duties as assigned
Basic Qualifications - Must be an excellent team player and possess excellent communication skills - Three or more years of administrative experience - Must be able to prioritize and organize tasks, exercise good judgment, work both independently and in a team environment, maintain accuracy and multi-task assignments effectively - Outstanding interpersonal skills and effective oral and written communications skills - Must be conscientious, detail-oriented, and proactive delivering high quality services under minimal supervision - Proficient computer skills including Excel, Word, PowerPoint, and Outlook - Experience with making travel arrangements and processing travel expense reports - Experience managing calendars of others - Excellent communication skills and good command of English grammar - Strong word processing and proofreading skills - Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks accurately and in a timely manner - Must be capable of working under the pressure of deadlines - Conscientious, detail-oriented, and proactive - Demonstrates good judgment and initiative - Proactively works with minimal direction to accomplish goals
Preferred Qualifications - Three or more years of legal department work experience - Caltech experience - Ability to work independently with minimal supervision
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.