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.
Caltech Associates Coordinator - Temporary
The Caltech Associates Coordinator provides a broad range of administrative and programmatic support to the Associates team of six, working collaboratively with Associates members and board members, faculty, and campus colleagues to carry out events and programs strategically designed to engage the California Institute of Technology's Associates 1,700+ members world-wide.
Housed w within the division of Advancement and Alumni Relations, the Associates is an organization devoted to supporting the groundbreaking research and education underway at Caltech. Our growing network represents a diverse cross-section of people, and we are proud to count entrepreneurs, business and community leaders, alumni, philanthropists, academics, and friends of Caltech among our members. With chapters in Northern and Southern California, Orange County, the Westside, and NYC, the Associates program provides opportunities to meet and exchange ideas with individuals who share similar interests in the world around them. Members participate in a wide range of stimulating national and international trips, tours, and programs featuring Caltech faculty and other internationally recognized experts. Events offer close exposure to revolutionary discoveries and trends in science, engineering, medicine, and the arts. In addition, membership provides unique access to the many amenities offered by Caltech, such as the Athenaeum and the Braun Athletic Center.
The successful candidate will have experience with events and/or project management, as well as strong organizational, communication, and interpersonal skills. They will be adaptable, able to work well independently and in a team, and comfortable working in a fast-paced environment where resourcefulness and initiative are valued.
Essential Job Duties
Provide broad-based administrative support for the Associates team, including:
Manage projects, initiatives, and tasks and use delegated authority to help accomplish Caltech AR's and the Associates' vision and goals; projects/tasks include but are not limited to the President's Circle Garden Party, Board and Committee meetings, and new programs and outreach that support membership growth.
Independently plan, organize, and complete special projects as assigned by the Executive Director; projects will range from small, ad hoc projects done independently to working in teams on large, complex projects requiring collaboration and compilation of project components submitted by others; responsibility includes ownership of project timelines and deliverables and keeping the ED informed as appropriate to the project's scope, level, and nature.
Act as a resource to the ED in support of the Associates Board and Committee meetings; support special projects and ongoing tasks and monitor workload; guide on matters of Institute protocol and organizational systems.
Assist the ED in developing innovative procedures to enhance new member outreach; ensure communication and consistency in the application of procedures in relevant operational matters.
Assist the ED by maintaining a task list and ensuring progress towards and timely completion of various tasks delegated by the ED and senior-level administration.
Manage event registration lists, research and produce event briefings, produce name tags and other collateral material; assist in execution on days of events.
Document, track, and organize materials.
Provide a broad range of administrative support for the ED and the Associates team, including at meetings as needed; take minutes, track and follow up on action items.
Manage multiple tasks and requests simultaneously, disseminating information quickly and accurately.
Support coordination and preparation for domestic and international travel, including drafting comprehensive itineraries, schedules, and agendas; and monitoring and preparing expense reports through CardQuest.
Perform other related duties and special projects as assigned.
Bachelor's Degree or equivalent years of related work experience.
2 years or more of experience in event or project management.
Excellent organizational skills, with the ability to prioritize tasks and manage multiple projects at once.
Excellent verbal, writing and communication skills.
Punctual, dependable and dedicated to achieving operational excellence.
Willingness and ability to work occasional evenings and weekends to staff events and programs.
Proficient with Microsoft Office and Office 365, including Outlook, Excel, Word, and PowerPoint.
Proficient with Zoom.
Able to quickly learn computer systems and programs.
Discreet, ethical and committed to maintaining a high degree of confidentiality.
Demonstrated ability to practice and adhere to organizational values.
Demonstrated commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
Familiarity with higher education or non-profit environment.
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.