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Job Summary

The Office of the President is seeking a motivated individual for the position of Administrative Coordinator who will support the Office of the President and Board of Trustees. Reporting to the Assistant Secretary, the Administrative Coordinator works closely and collaboratively on a broad range of projects and events with key members of the office, including but not limited to the Board Secretary, Assistant Secretary, and Manager of Trustee Engagement and Special Events. Critical attributes for this role require a high level of professionalism and acute attention to detail and discretion to handle highly confidential information. The Administrative Coordinator must have excellent written and oral communication skills, be a problem solver, a team player, and serve as a trusted resource to and for the office. Under nominal supervision, the successful candidate will assist with daily departmental operations, prepare and maintain a variety of information and records, schedule meetings, assist with the coordination of projects, and develop working relationships in the office and throughout the Institute.

Given the unique aspects of the Board Office, the Administrative Coordinator must be available to work a non-traditional work schedule at times, including evenings and weekends as required to meet the specific requirements of the Board Office, and must also be available to travel to offsite board meetings and conferences if requested.

Additionally, this role serves as backup for the Executive Assistant to the President & Special Assistant, Office of the President and Board of Trustees as needed.

Other special projects and duties as assigned.

Essential Job Duties

Office Support:

Among other tasks, the Administrative Coordinator works closely and collaboratively with the Assistant Secretary, Secretary, and other team members on numerous events, meetings, and activities. Day-to-day operations include:

• Schedule appointments, reservations, and meetings.
• Provide administrative support to the Secretary and Assistant Secretary as needed.
• Research (as necessary) and prepare documents for meetings.
• Review, proofread, prepare, assemble, and disseminate documents to ensure accuracy and completeness.
• Update and maintain office database systems.
• Help plan and execute events and meetings.
• Handle general office duties such as file organization, data entry, and answering phone calls.
• As needed, serve as backup for the Executive Assistant to the President & Special Assistant, Office of the President and Board of Trustees. Duties may include the management of the President’s calendar, coordination and planning for meetings, coordination and planning of the President’s travel, receipt of incoming calls to the President referring inquiries or problems to the appropriate person or office, along with other duties as assigned. 

Communications:

• Handle callers and visitors in a professional manner and maintain all information obtained in the performance of duties with discretion and absolute confidentiality.
• Monitor and distribute email from boardoffice@caltech.edu. 
• Assist with the planning of board-related meetings such as, Board of Trustee preparation meetings, Board AV rehearsals, and committee meetings.

Other Duties:

• Manage purchasing activities for the Office of the Board of Trustees, assist in the management of conference rooms PG210, Caltech Hall Board Room, Bechtel Mall (parking), payment processing of invoices, and assist with building maintenance and facilities requests.
• Implement and manage special board-related projects, e.g., digitizing board records and enhancing meeting technology.
• Perform technical word processing; edit and proof correspondence; initiate and compose correspondence frequently requiring knowledge of subject matter.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree with 6 years of relevant work experience.
• Demonstrated ability to perform a wide array of executive support level administrative functions.
• Excellent oral and written communications skills and the ability to interact with various levels of management and/or faculty.
• Strong computer skills, specifically, with Microsoft Outlook, Excel, PowerPoint, and Word.
• Ability to work independently with minimal supervision, utilizing a high level of confidentiality and discretion.
• Ability to effectively resolve problems by interpreting and applying policies and procedures.
• Experience handling customer inquiries and the ability to engage with callers and visitors in a professional manner. 
• Must be able to maintain all information obtained in the performance of duties with discretion and absolute confidentiality.
• Must be available to work a non-traditional work schedule including evenings and weekends as required to meet the specific requirements of the Board Office schedule.

Preferred Qualifications

• Experience working in a President’s Office at an institution of higher education, or in a similar environment.
• Experience with Caltech systems and software applications.
• Experience with Formstack and cloud-based customer relationship management software such as Advance or similar CRM.
• Experience managing a board portal application, Boardvantage would be ideal.

Required Documents

• Resume
• Cover Letter