Senior Administrative Assistant to Assistant Vice President for Foundation Relations

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 purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech's mission and values, we ensure the Institute receives the necessary resources to achieve Caltech's aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity.

Within AAR, the Office of Foundation Relations (OFR) facilitates engagement between private foundations and Caltech, cultivating partnerships and securing resources to advance Caltech's research and educational priorities.

Reporting to the Assistant Vice President for Foundation Relations (AVP), the Senior Administrative Assistant provides high-level administrative, operational, and project support to the AVP and the Foundation Relations team. This role operates with a high degree of independence, judgment, and discretion in a fast-paced, high-volume environment.

Essential Job Duties

Executive and Office Support

• Administer the day-to-day operations of the AVP's office, independently managing sensitive and confidential matters.
• Manage the AVP's calendar; coordinate meetings and engagements while anticipating needs and ensuring preparedness.
• Maintain task tracking systems to support the AVP's priorities and ensure timely follow-up on commitments and deliverables.
• Prepare agendas, briefings, and materials, including presentations, for meetings.

Foundation Relations Team and Program Support

• Provide administrative and operational support to the Foundation Relations team, executing projects as assigned by the AVP or the Deputy Director.
• Provide administrative support at meetings; take minutes, track, and follow up on action items to ensure completion.
• Coordinate logistics for donor visits and meetings, including scheduling, travel, campus reservations, briefing materials, and vendor coordination.
• Support fundraising and stewardship activities by assisting with proposal and report data gathering, formatting, proofreading, and submission.
• Draft, edit, and proofread correspondence, briefings, presentations, and other materials for internal and external audiences.
• Maintain and update OFR web and intranet content, ensuring accuracy and alignment with current initiatives.
• Plan, organize, and complete special projects as assigned by the AVP or Deputy Director.

Operations Support

• Develop and apply advanced knowledge of AAR systems and processes, including maintaining accurate data in the Advance CRM system (contact reports, proposals, and records).
• Coordinate and support core OFR operational processes, including award intake routing, grant documentation, internal tracking systems, and other tasks as assigned by the Deputy Director.
• Generate routine and ad hoc reports, as assigned by the AVP or Deputy Director, to support fundraising tracking and strategic decision-making.
• Monitor and reconcile budgets; track expenses, prepare projections, and support financial reporting and CardQuest reconciliation processes.

General

• Demonstrate excellent judgment, professionalism, and discretion in all interactions.
• Build and maintain strong working relationships across AAR and the Caltech community.
• Work effectively under pressure with competing priorities and frequent interruptions.
• Other duties and special projects as assigned.

Basic Qualifications

• Bachelor's degree or equivalent related work experience.
• Five years or more of progressively responsible administrative experience, including support of leadership.
• Demonstrated ability to independently manage complex workflows, prioritize competing demands, and anticipate needs in a fast-paced environment.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Working proficiency in Adobe Creative Suite, including InDesign (ability to format and produce professional materials; graphic design background not required).
• Experience in database and program management and reporting.
• Experience coordinating complex scheduling, travel, and meetings.
• Demonstrated experience supporting event logistics and working with visitors; must be comfortable independently executing event-related responsibilities
• Ability to develop cooperative and strong relationships with a range of constituents: donors, institute leadership, faculty, and staff.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills, including strong proofreading ability.
• Demonstrated ability to handle confidential information with discretion.
• Strong interpersonal skills and a highly collaborative approach.
• Ability to work evenings and weekends to support events or key initiatives.
• Demonstrate the ability to practice and adhere to AAR's Guiding Principles.

Preferred Qualifications

• Experience in higher education, advancement, or nonprofit environments.
• Familiarity with fundraising operations, proposal development, and donor engagement processes.
• Experience supporting project management or operational coordination.
• Experience with fundraising customer relationship management (CRM) databases.
• Knowledge of project management skills and techniques desired.

Required Documents

• Resume.
• Cover letter.