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Executive Assistant | California Institute of Technology - Military Veterans

at HERC - Southern California

Executive Assistant Caltech Job Category: Fulltime Regular Exempt Overtime Eligible: Overtime Eligible Benefits Eligible: Benefit Based 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 Executive Assistant provides administrative and operational support to the Director of Undergraduate Admissions and the Office of Undergraduate Admissions. The successful candidate will be detail-oriented, possess initiative, sound judgement, strong problem-solving skills, ability to manage the day-to-day activities of the office using a considerable degree of independence and discretion, adaptability, a willingness to work as part of a team, and the ability to quickly gain knowledge of department, division, and campus-wide operations. Essential Job Duties Provide daily administrative support to the Director of Undergraduate Admissions and act as a liaison between the Director and other offices across campus. Maintain the Director's calendar, keeping current with various appointments and meetings, reserving conference rooms, and making other necessary arrangements including organizing materials, sending out meeting notices, and coordinating catering details. Prepare minutes, formal reports, and other documents for internal and external groups and organizations in which the Director is involved. Serve as the recorder and minute taker for the Staff Meetings and Senior Team Meetings. Manage the Undergraduate Admissions annual budget, providing monthly updates and ensuring that numbers are accurate. Assist with various special events, activities, assignments, and projects as assigned including admitted student yield programs and prospective student recruitment events. Maintain confidentiality in all matters related to the Director including organizational plans, salary and benefits, and personnel matters. Coordinate complex travel arrangements and itineraries; assist in logistics associated with domestic and international travel and ensure compliance with funding agency travel requirements and any other regulations. Perform purchasing and reconciliation. Process expense reports, advances, reimbursements, and payment requests. Manage P-Cards with responsibility for recordkeeping and timely reconciliation. Be a high-performing senior member of the administrative team by providing guidance as needed, striving for continuous improvement in processes to ensure best practice and documenting the latter for internal tracking. Perform other related duties as assigned. Basic Qualifications Bachelor's degree or equivalent experience. At least 3 years of administrative experience. Proficiency is scheduling meetings and maintaining online calendars. Excellent and diplomatic communication skills with good command of grammar and usage. Ability to deal tactfully with documents and matters of a sensitive and confidential nature. Demonstrated facility with software programs and eagerness to learn new administrative systems. Being conscientious, detailed-oriented, highly organized, and proactive to ensure that short- and long-range tasks are completed in a timely manner. Take ownership and able to prioritize assigned tasks and projects; cooperative and self-motivated Ability to work in a professional manner with a variety of people in a fast-paced environment, with shifting priorities Technologically savvy with office equipment, and proficient computer skills including the Microsoft Suite (Word, Excel, PowerPoint), Adobe Acrobat, and Box. Experience coordinating travel arrangements and making itineraries. Excellent typing and proofreading skills. Ability to work under deadlines and prioritize work effectively. Able to work occasional after hours/weekends. Preferred Qualifications Proactive work ethic requiring minimal direction to accomplish goals. Demonstrated initiative for taking on unfamiliar or additional tasks. Required Documents Resume Cover Letter To be considered for this position please visit our web site and apply on line at the following link: 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. Copyright 2022 Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-5278129ac20f674792186472fee30e22

Pasadena, CA

HERC - Southern California

Southern California HERC, established in 2003, is a non-profit organization composed of a diverse group of colleges and universities, and research, medical, and cultural institutions. Our institutions are committed to diversity, equity, and inclusion in the recruitment process and providing a work environment sensitive to work/life balance. We also understand that employment decisions often involve two careers and offer state of the art dual career resources and solutions. SoCal HERC includes members from the Central Coast, Los Angeles, Orange County, Inland Empire, and San Diego.

HERC is a gateway to more jobs in higher education and related fields than any other website. HERC provides job seekers with comprehensive and transparent access to job opportunities, daily job alerts, career advice news and webinars, dual career support, and regional multicultural resources to help with relocating to a new community.

SoCal HERC Member Institutions:

Antioch University, Azusa Pacific, University Cal Tech

CSU Fullerton, CSU Northridge,  CSU San Bernardino 

Cedars-Sinai Medical Center, Chapman University, Citrus College

Concordia University Irvine, Grossmont-Cuyamaca CCD, Kaiser Permanente School of Medicine 

Loyola Marymount University, MiraCosta Community College, Mount St. Mary’s University

North Orange County CCD, Occidental College,  Pacific Oaks College & Childrens School 

Point Loma Nazarene University, San Diego State University, Soka University of America

The Claremont Colleges, The Salk Institute for Biological Sciences, UC Path Center

UC Irvine, UCLA, UC Riverside

UCSD, University of Redlands, University of San Diego

University of Southern California, Vanguard University, Whittier College

While there are certainly wonderful opportunities to teach and conduct research at HERC campuses, of the 42,000 jobs on, over 24,000 (or 57%) are non-teaching positions. You will find jobs in healthcare, administration, software, information technology, finance, technical and trades, social work, student affairs, and much, much more.

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