Administrative and Operations Assistant
Pasadena, CA 
Posted 3 days ago
Job Description

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's Investment Office is looking for an intuitive, self-motivated and decisive professional to join our team as an Administrative and Operations Assistant. As the Administrative and Operations Assistant, you will support the Chief Investment Officer, senior management and staff of the Investment Office through a variety of tasks related to organization, communication, record-keeping, research and analysis. This position reports to the Senior Managing Director of Investment Operations.

Essential Job Duties

  • Screen and direct phone calls.
  • Manage calendars for the Chief Investment Officer and senior managers.
  • Support meeting and travel needs of the Chief Investment Officer and senior managers.
  • Organize and maintain confidential records, reference materials and files.
  • Ensure office technology remains current, effective and reliable.
  • Manage office maintenance, repairs and supplies.
  • Process vendor payments and traveler expense reports.
  • Coordinate office meetings and events.
  • Prepare, edit and disseminate internal and external correspondence.
  • Serve as the department's internal notary public (see qualifications for details).
  • Assist with creating, editing, reproducing and distributing presentations and Board reports using MS Office (PowerPoint, Excel, Word and SharePoint) and Adobe Acrobat software.
  • Maintain confidential Investment Office records.
  • Provide general administrative support.
  • Provide general assistance with Investment Operations processing and record-keeping.
  • Update the department's web page on an as needed basis with new descriptions, contact information and document uploads.
  • Identify opportunities for cost savings and process efficiencies.
  • Perform other duties as assigned.

Basic Qualifications

  • Proven experience in an administrative or support role that includes adoption of modern technology or improvement of processes.
  • Strong organizational, planning and prioritization skills.
  • Ability to work independently as well as a part of a small office team.
  • Excellent written and verbal communication skills.
  • Ability to anticipate needs or potential issues and independently engage in problem-solving.
  • Interest and ability to learn about, and utilize knowledge of, the department's nomenclature, systems, roles and responsibilities and important contacts to improve efficiency and effectiveness.
  • Proficiency in MS Office and Adobe Acrobat software.
  • Ability to learn and utilize advanced software functionality or new software to improve efficiency and effectiveness.
  • Be an active (good standing) Notary Public in California or be able to become one within the first three to six months of employment.

Preferred Qualifications

  • Bachelor's degree preferred.
  • Prior experience in the investment industry is a plus.

Required Documents

  • Resume
  • Cover Letter
COVID-19 Vaccine Required for All Employees

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed "fully vaccinated" when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). Upon eligibility, employees are required to receive the COVID-19 booster as part of the vaccine mandate. As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at .

Caltech is an equal employment opportunity and affirmative action employer and will, whenever possible, actively recruit and include for employment members of underrepresented minority groups, females, disabled veterans, protected veterans, and otherwise qualified persons with disabilities. Caltech will hire, transfer, and promote based on the qualifications of the individual to ensure equal consideration and fair treatment of all.


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
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