Caltech · 5 hours ago
Administrative Assistant
Pasadena, CA
Full-time
Onsite
Mid Level
$27.50/hr - $33/hr
3+ 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. They are seeking a detail-oriented Administrative Assistant to support faculty members in the Physics, Mathematics & Astronomy Division with various administrative and clerical activities. The role includes providing daily administrative support, coordinating meetings and travel arrangements, and managing administrative workflows.
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Responsibilities
Provide daily administrative support to professors and their research groups
Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs
Coordinate in-person group meetings and special events including logistics, lodging, travel, catering, and facilities
Schedule meetings and maintain faculty calendars
Prepare classroom materials
Maintain professors’ curriculum vitae, publication listings, and websites
Manage administrative workflows for visitors and postdoctoral scholars, including preparing required forms, entering and tracking data, and maintaining records in Wrike and related systems
Setting up and maintaining pos
Provide administrative support as needed to faculty-hosted visitors and scholars
Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency, and export regulations
Assist with team department administrative tasks such as in-person weekly seminars and event planning, special event planning, mail sorting, ordering, and maintaining coffee room supplies, and overflow administrative support
Edit and proofread correspondence and office forms, the non-technical sections of manuscripts, PowerPoint presentations, reports, etc
Maintain and update class and professors' websites
In-person on-boarding of new group members
Other duties as assigned
Qualification
Required
Bachelor's degree or equivalent
3 years of administrative experience
Ability to maintain confidentiality
Demonstrated facility with software programs and eagerness to learn new administrative systems
Intermediate-level Excel skills
Experience using Microsoft Office/Office 365 and Adobe
Experience coordinating travel arrangements and making itineraries
Excellent typing and proofreading skills
Ability to work under deadlines and prioritize work effectively
Preferred
Proactive work ethic requiring minimal direction to accomplish goals
Demonstrated initiative for taking on unfamiliar or additional tasks
Experience with Caltech systems
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
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