Caltech · 1 day ago
RSI Administrative Assistant
Pasadena, CA
Full-time
Onsite
Entry Level
$29/hr - $39/hr
2+ years expCaltech 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. The Resnick Sustainability Institute (RSI) is seeking an experienced Administrative Assistant to support day-to-day activities, manage communications, and assist with events and logistics for RSI senior managers.
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Responsibilities
Assist with and manage a wide range of communications, which may include meeting minutes, correspondence, e-mails for internal and external audiences, and social networking postings
Manage and track RSI databases and digital assets
Oversee service contract schedules
Proofread and edit RSI materials, such as white papers, grant applications, and communications
Create visually sophisticated communication materials
Schedule meetings and appointments; keep and manage calendars; keep and maintain RSI mailing lists and contact databases
Support RSI events, including the design of initial event goals, concepts for the event, catering needs, and budget; use commercially available web products to set up meeting websites; manage event registration lists and participant tracking; support overall production of event materials; coordinate the work of event vendors; and process event-related invoices
Use P-card or TechMart (e-procurement application) to purchase goods and services for RSI staff and process reimbursements
Support RSI staff and RSI visitors as needed with travel logistics and expense reports
Work with modern AV equipment and troubleshoot issues throughout the Resnick Sustainability Center
Process and maintain sensitive and confidential information
Perform other related job duties as assigned
Qualification
Required
Two or more years of administrative support experience
Excellent writing, proofreading, and editing skills
Demonstrated ability to coordinate events, including budget planning
Ability to conduct online research pertaining to RSI tasks
Proficient computer skills, including working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Adobe; must be comfortable with learning new applications
Aptitude and willingness to learn about and gain proficiency with internal AV systems
Excellent customer service skills; must use good judgment, diplomacy, and patience
Attention to detail and good time management skills; must have the ability to prioritize, organize, and multitask
Must be ethical, discreet, and committed to maintaining confidentiality
Must be effective, tactful, and professional in both oral and written communications
Work well independently, as well as a member of a team
Preferred
Visual communications skills, including the use of state-of-the art software tools, including AI, to prepare graphics
Knowledge of the higher education environment and familiarity with working in a non-profit environment
Experience with Caltech's administrative applications
Benefits
Health, dental, and vision insurance
Retirement savings plans
Generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
Tuition reimbursement
Onsite counseling and sick time
Company
Caltech
Caltech is a science and engineering research and education institution.
1001-5000 employees
H1B Sponsorship
Caltech has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (156)
2024 (95)
2023 (105)
2022 (83)
2021 (30)
2020 (22)
Funding
Current Stage
Late StageTotal Funding
$86.51MKey Investors
US Department of EnergyAlfred P. Sloan Foundation
2024-07-17Grant· $10M
2019-09-27Grant· $75M
2019-01-01Grant· $1.51M
Leadership Team
Frances Arnold
Linus Pauling Professor
John Preskill
Professor of Theoretical Physics
Recent News
2025-12-17
PhysOrg.com
2025-12-03
Company data provided by crunchbase