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Job Summary

The Administrative Assistant provides administrative and clerical support for the General Counsel and the Department in general. The position provides support for a variety of tasks.

Job Duties

• Manage front desk: screen and route phone calls, welcome and direct guests, review and route mail
• Provide administrative assistance to the General Counsel and attorneys requiring a thorough knowledge of the Department’s processes and the Institute's policies and procedures
• Maintain calendars, schedule meetings and appointments, etc.
• Apply advanced knowledge of administrative functions to plan, coordinate, and assist in business operations such as drafting, typing, editing, and proofing correspondence and misc. forms
• Be main point of contact for the Department
• Identify and assist with process improvements
• Process and maintain sensitive and confidential information
• Processes expense reports and payment requests
• Track and maintain publications received
• Track, maintain, and order office supplies
• Assist with intellectual property related work
• Prepare and edit presentations
• Organize events
• Perform data entry
• Perform additional duties as assigned
• Provide coverage for other assistants at other local locations a needed

Basic Qualifications

• Must be an excellent team player and possess excellent communication skills
• Three or more years of administrative experience
• Must be able to prioritize and organize tasks, exercise good judgment, work both independently and in a team environment, maintain accuracy and multi-task assignments effectively
• Outstanding interpersonal skills and effective oral and written communications skills
• Must be conscientious, detail-oriented, and proactive delivering high quality services under minimal supervision
• Proficient computer skills including Excel, Word, PowerPoint, and Outlook
• Experience with making travel arrangements and processing travel expense reports
• Experience managing calendars of others
• Excellent communication skills and good command of English grammar
• Strong word processing and proofreading skills
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks accurately and in a timely manner
• Must be capable of working under the pressure of deadlines
• Conscientious, detail-oriented, and proactive
• Demonstrates good judgment and initiative
• Proactively works with minimal direction to accomplish goals

Preferred Qualifications

• Three or more years of administrative assistant work experience
• Three or more years of legal department work experience
• Caltech experience
• Ability to work independently with minimal supervision

Required Documents

• Resume
• Cover Letter