(Temp) Recruiting and Event Coordinator

Job Category: Parttime Temporary
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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

Career Achievement, Leadership, and Exploration (CALE) at Caltech is seeking a temporary recruiting and event coordinator to join our team and play a key role assisting the employer relations team with event coordination and staffing while the permanent recruiting and events coordinator is on parental leave, with the possibility to stay on part time to assist with events during our busy season. The recruiting and events coordinator implements components and initiatives related to employer relations and recruitment operations, including interviews and information sessions held on campus and virtually. They communicate information about recruiting, employer-led events, and information sessions, etc. to students, postdocs and alumni via weekly newsletter, targeted emails, social media, and flyers. The recruiting and events coordinator also helps track recruiting activity and contributes to detailed reports.

As an event coordinator, you will be responsible for ensuring the smooth execution of our recruiting events, creating a positive experience for employers, recruiters, students, scholars, and alumni. This role will collaborate closely with the recruiting and operations coordinator to ensure all logistics are in place including, but not limited to event setup, attendee assistance, and representing Caltech in a professional manner.

This role will require regular onsite work on our campus in Pasadena, CA.

Essential Job Duties

• Event Coordination:
  • Communicate with employers.
  • Place catering orders.
  • Book rooms.
  • Maintain event records and registration within Next Steps, CALE's recruiting platform.
  • Send emails with logistical information to employers.
• Event Setup and Breakdown:
  • Prepare and set up event materials, booths, and signage.
  • Ensure the venue is organized and visually appealing.
  • Set up AV equipment, beverages, and/or food (if applicable).
  • Manage the distribution of promotional materials and company swag (if applicable).
  • Capture accurate attendance for evaluation purposes.
  • Assist with breakdown and cleanup post-event.
• Attendee Assistance:
  • Greet and guide employers, recruiters, and attendees upon arrival.
  • Provide information about the event schedule.
  • Address attendee inquiries and concerns in a friendly and professional manner.
• Other duties as assigned.

Basic Qualifications

• Physical ability to lift 25 pounds.
• Ability to set up and tear down event space.
• Ability to assist with AV equipment set up.
• Ability to work outside standard business hours occasionally.
• High school diploma.
• Excellent communication and interpersonal skills.
• Professional and approachable demeanor.
• Ability to work with a wide variety of people.

Preferred Qualifications

• Familiarity with STEM.
• Familiarity with the Caltech Community.

Required Documents

• Resume.

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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