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.
The Administrative Assistant provides administrative support for personnel in the Office of the General Counsel (OGC). The position provides support for a variety of tasks.
Essential Job Duties
Manage front desk including screening and routing phone calls, managing visitors, welcome and direct guests, review and route mail.
Provide broad administrative assistance primarily to the General Counsel and other attorneys as needed, as well as supporting other general functions in OGC, requiring a thorough knowledge of the Office's processes and the Institute's policies and procedures.
Maintain and be responsible for calendars and scheduling meetings and appointments within an environment that requires constant coordination with other offices and an ability to handle competing priorities.
Drafting, editing, and proofing various administrative and/or legal documents and communications, including memoranda and correspondence.
Interface and coordinate professionally and effectively with leadership, faculty, students, all levels of employees, and numerous external contacts.
Provide coverage for other assistants at other local locations a needed.
Handle and maintain sensitive and confidential information.
Process expense reports and payment requests.
Make and reconcile purchases.
Track and maintain publications ordered and received.
Track, maintain, and order office supplies.
Assist with intellectual property related work.
Prepare and edit presentations such as PowerPoint presentations including graphics.
Plan and organize events.
Perform data entry.
Identify and assist with process improvements.
Assist with responses to subpoenas and other legal information requests.
Organize and maintain files.
Perform additional duties as assigned.
Must be a team player who enjoys collaborating with other members of the staff and works well in a small but supportive environment.
Three or more years of administrative/clerical experience.
Must be able to prioritize and organize tasks, work both independently and in a team environment, and maintain high quality work product and effectiveness while handling multiple tasks effectively.
Outstanding interpersonal skills and effective oral and written communications skills, as well as experience editing and proofing.
Proficient computer skills including Excel, Word, PowerPoint, and Outlook.
Experience making travel arrangements and processing travel expense reports.
Experience managing multiple and active calendars of executive level individuals.
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.
Ability to work independently with minimal supervision.
Ability to interact professionally with executive and senior leadership.
Three or more years of legal department work experience.
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.