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Job Summary

Under direct supervision, provide administrative and clerical support for the Department of Mechanical and Civil Engineering and for the 2019 Engineering Mechanics Institute (EMI) Conference. 

Job Duties

• Provide day-to-day administrative and clerical support; maintain records, answer phones, enter and maintain information for dissemination to team
• Website maintenance using web-based interface
• Willing to learn web based application software
• Assist in coordination of special events and meetings such as lunches, seminars, meetings, and single- or multi-day conferences, including event logistics, lodging, travel, catering, facilities, etc.
• Place orders for supplies and equipment
• Assemble, collate, and file information/documents; may perform office receptionist duties, greet visitors, run errands, etc.
• Coordinate calendar and schedule meetings and workshops
• Compose general and technical correspondence using a PC
• Other duties as assigned

Basic Qualifications

• A high school diploma is required
• The candidate must have at least 3 years of progressively responsible administrative/clerical experience
• Previous event planning experience required
• Effective communication skills with the ability to work with and interact with faculty, staff and students required
• This position requires someone who is very detailed and accurate with excellent organizational skills, is knowledgeable about Word, Excel, and PowerPoint, and can readily learn new programs
• Experience with web editing and development is desirable
• The selected candidate must be able to work with or without close supervision, and is extremely professional in communicating since exchanges are with the top international scholars in the field
• Will need to work (paid) overtime hours during conferences

Preferred Qualifications

• Experience with large event planning (over 1,000 attendees) preferred
• Familiarity with Caltech campus and with ExOrdo software a plus

Required Documents

• Resume
• Cover Letter