Assistant Director, Engagement and Programming

California, United States
Jan 22, 2021
End of advertisement period
Mar 22, 2021
Contract Type
Full Time

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 Associates is Caltech’s 95 year-old premiere support group devoted to the groundbreaking research and education underway at Caltech. Our growing membership network represents a diverse cross-section of entrepreneurs, business and community leaders, alumni, philanthropists, academics and friends of Caltech.  The Caltech Associates plays a vital role in the life of the Institute and in Break Through: the Caltech Campaign, a bold initiative to secure Caltech’s future as a source of transformative discovery for the world

Reporting to the Executive Director of the Associates, the Assistant Director, Engagement and Programming, maintains a leadership role in developing 15-18 annual cultivation events, in collaboration with the Executive Director, faculty, senior development leadership and the Associates Board, designed to showcase fundraising, BreakThrough: the Caltech Campaign, and Institute priorities that drive strategic engagement, membership growth, Caltech revenue and brand awareness.  Break Through: The Caltech Campaign is a bold initiative to secure Caltech’s future as a source of transformative discovery for the world.

Key responsibilities include a pivotal role, with Associates development team members, in the identification and cultivation of new and existing Caltech target markets; managing the tactical building of audiences and participation with a focus on Associates members and non-alumni prospect pools and coordinating with faculty, the division’s events team and other campus stakeholders to deliver quality webinar or in-person event experiences for various external constituencies. 

This position also provides leadership for a small Associates production team to coordinate and maintain multiple deadlines, ensure consistent, timely delivery of internal and external event-related communications and streamline critical collaboration with other teams and individuals.  

Additional responsibilities include staffing the Associate Board’s Program and Regional Northern California Volunteer committees, providing supervision and forecasting for the Associates’ financial operations and supporting Travel Program logistics when needed.

Job Duties

Program Development and Engagement

  • Provides leadership and oversight for strategic Associates event programming designed to build Institute engagement, Associates membership, Caltech revenue and brand awareness
  • Maintains a broad and current understanding of key campus programs and priorities to help facilitate matching donor interest with Institute needs. Identifies opportunities designed to cultivate new and existing Caltech audiences
  • Creates annual Associates calendar of 15-18 panels and individual presentations featuring faculty and occasionally alumni, in coordination with numerous campus partners and external stakeholders
  • Leads the development of concepts, themes and formats for events that engage supporters, increase brand awareness and grow revenue
  • Serves as a resource for development partnership opportunities as appropriate.  Collaborates with divisional areas to create successful identification and cultivation strategies
  • Connects and coordinates with Caltech faculty regarding development of topics, themes, and scheduling for events. Oversees the faculty/speaker experience, including preparation, coordination and approval of event marketing materials, student involvement and staffing for production day. Supervises faculty travel when necessary


  • Supports Advancement and Alumni Relations’ Events Team in producing webinars for large-scale audiences
  • Coordinates with the Executive Director to create in-person Associates event experiences locally and across regional chapters in Northern California, Orange County, the Westside and the East Coast, when appropriate
  • Oversees the Associates’ production team, including the Assistant Director of Marketing and Communications and the Production Coordinator, to ensure that all audience communications and production deadlines within each event are met
  • Supports coordination of Associates Travel Program logistics
  • Manages the posting of growing audience attendance, guest lists and invitations for regular viewing by development staff on the internal intranet platform
  • Oversees post-event coordination including but not limited to debrief meetings, recognition of key constituents, financial reporting and attendee data analysis

Board and Volunteer Committee Development and Budget Management

  • Provides staffing for the Associates Program and regional Northern California committees.
  • Partners with the Executive Director and committee members in creating event and membership growth strategies for the Northern California region.
  • Prepares reports, written materials and strategic follow-up for committee meetings as appropriate
  • Tracks and reports team expenses and provides quarterly forecasting for Associates budget. Financial planning includes, but is not limited to, individual events, events by region, operations expenses, marketing expenses, supplies, prospecting, and staff travel
  • Measures, analyzes, and reports past financial performance to forecast annual budget expenses

Basic Qualifications

  • Bachelors’ degree or equivalent
  • 3 or more years of related work experience
  • Strong computer skills, specifically with MS Office Suite and database tracking systems
  • Experience in conceptualizing and producing events and event-related follow-up
  • Experience working with donors and volunteers within event and/or travel-related settings
  • Experience in the production of quality print and electronic publications
  • Excellent interpersonal skills along with outstanding social skills, instincts, judgment, and integrity
  • Strong interpersonal and relationship-building skills that support intensive collaboration
  • Ability to manage several multifaceted projects simultaneously and independently while meeting aggressive deadlines
  • Possesses high degree of integrity and enthusiasm for the Institute’s mission
  • Valid California Driver’s License required
  • Occasional evening and weekend work required
  • Occasional travel required
  • Demonstrated ability to practice and adhere to organizational values

Preferred Qualifications

  • Previous work experience in a development organization and experience with volunteer organizations
  • Fundraising and development experience
  • Ability to speak Mandarin
  • Familiarity with Caltech administrative procedures

Required Documents

  • Resume
  • Cover Letter