Senior Administrative Assistant

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

Caltech is seeking an experienced and detail-oriented Senior Administrative Assistant to provide high-level administrative support to multiple faculty members within the Computing and Mathematical Sciences Department. This role will involve working closely with the Director of Information Science Technology, collaborating with the Development Department to manage and communicate information about award winners to donors.

The Senior Administrative Assistant will also work closely with the Department Administrator, helping with recruiting, training, and assisting with the completion of appropriate paperwork for the different types of Caltech appointments.

The successful candidate will have extensive administrative knowledge, advanced organizational skills, and a proactive approach to supporting both academic and development activities.

Essential Job Duties

• Provide advanced administrative support to faculty members, including managing complex calendars, scheduling meetings, and arranging domestic and international travel.
• Draft, proofread, and edit complex documents, including grant proposals, reports, and presentations.
• Assist the Director of Information Science Technology with developing and maintaining advanced budget tracking data sheets, including running detail and summary reports from different accounts as needed.
• Request for PTA extensions, creating sub-tasks, and tracking whether funds are spent within the correct timeframe.
• Work closely with grant managers to support the preparation, submission, and management of grant proposals and reports.
• Provide administrative support to the Director of Information Science Technology, including scheduling meetings, coordinating events, and handling communications.
• Collaborate with the Development Department to gather and provide information about award winners, assisting in the preparation of materials for donor communications and events.
• Coordinate and facilitate special events, seminars, and workshops, including assisting other administrative staff in the department.
• Handle sensitive and confidential information with a high level of discretion and professionalism.
• Mentor and train junior administrative staff as needed.
• Update and maintain the CMX website using Caltech's templated software system on a regular basis. Assist communications office by providing needed updates to be made to the IST and CMS websites.
• Help with training and understanding of Caltech systems and policies.
• Work closely with the Department Administrator to help implement new procedures in the department.
• Participate in the recruitment and hiring of new administrative staff.
• Provide backup support to the Department Administrator and administrative assistants as needed.

Basic Qualifications

• At least five years of experience in an administrative support role.
• Advanced proficiency with desktop computer systems and office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Willingness to learn and master new software for project management and communications.
• Exceptional organizational and multitasking skills, with keen attention to detail.
• Strong written and verbal communication skills; good command of grammar and usage.
• Proven ability to manage complex schedules and handle multiple priorities.
• Team-oriented and customer-service attitude.

Preferred Qualifications

• Bachelor's degree preferred.
• Experience in an academic or research environment, particularly supporting grant activities.
• Previous Caltech experience.
• Experience using different Caltech systems such as TechMart, CardQuest, OBI, Financial query.
• Experience in fundraising environments, including donor communications.
• Understanding of grant proposal processes preferred.

Required Documents

• Resume