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 Administrative Assistant provides administrative and clerical support for the General Counsel and the Department in general. The position provides support for a variety of tasks.
Job Duties - Manage front desk: screen and route phone calls, welcome and direct guests, review and route mail - Provide administrative assistance to the General Counsel and attorneys requiring a thorough knowledge of the Department'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 - Identify and assist with process improvements - 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 - Organize events - Perform data entry - Perform additional duties as assigned - Provide coverage for other assistants at other local locations a needed
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 administrative assistant work experience - 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.