Program Support and Production Coordinator, The Caltech Associates

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

For nearly 100 years, the Caltech Associates have helped propel Caltech's mission of discovery while forging lifelong connections between like-minded members. With approximately 1,800 members globally, this premiere support organization provides critical financial resources to help advance Caltech's pioneering research and education.

Caltech Associates members have access to exclusive in-person and virtual events featuring Caltech faculty, students and alumni presenting leading-edge efforts in engineering, science and technology. Membership is also a passport for unique group travel opportunities to fascinating destinations with faculty leaders.

Reporting to the Associate Director, Engagement and Programming, this position is responsible for all aspects of production for 20+ annual events and activities in the Associates' five key regions, and via Zoom. This position also manages Associates event revenue, pulls lists and data to support event and project-related activity, prepares event briefings, and works with the Associates team to expand the revenue and membership base of the organization.

Essential Job Duties

Event Coordination and Data Tracking:

• Apply experience and knowledge to organize and produce programs and events. Duties include but are not limited to the following: create event timelines and budgets, secure event locations, select catering and menus, produce printed materials, manage set-up and on-site operations, and coordinate event follow-up.
• Manage event registration including the online reservation system, RSVPs, participant tracking and reporting, production of name tags and place cards, and responses to attendee inquiries.
• Track all event activity in the Advance database including venue, attendees and declines, guest preferences, and dietary restrictions. Run reports to analyze event attendance, unique attendees, and other metrics-related goals.
• Responsible for budget planning, management, closure, and analysis for all events. Process event revenue, vendor payments, and invoices.
• Partner with the research team to provide RSVPs, timelines, and other relevant information.

Event Analytics & Reporting:

• Input and maintain event-related data, plus manage and process event revenue, to ensure accuracy and timeliness.
• Pull lists and data to support event and project-related activity, working closely with various campus teams and individuals to ensure seamless coordination.
• Compile, organize, and analyze data for use in reports for targeted programs, projects, and initiatives, including Associates board and committee reports and materials.
• Work with members of the Associates team, including the Executive Director, to coordinate board and committee meeting logistics, prepare materials and reports for distribution, and staff meetings, as needed.
• Prepare Associates event briefings to ensure Caltech leadership is apprised of development-related strategies and opportunities in a timely manner.

Other Duties:

• Work collaboratively with all members of the Associates team to support the goals of the program.
• Maintain, track, and order office supplies, event collateral, and faculty/donor gifts. Maintain orderliness of the storage room.
• Assist in coordinating board and committee meetings, and other board-related activities.
• Provide logistical support to the Associates travel program, as needed.
• Provide administrative support to the Executive Director, Associate Director of Programming and Engagement, Assistant Director of Marketing and Communications, and the Membership and Member Services Coordinator, as needed.
• Represent the Associates within the Caltech community, at events, and while working with the board and committees.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent.
• Minimum of three years of project coordination and event planning experience with marketing skills and budget management, preferred.
• Strong computer skills, specifically with Microsoft Office suite and Adobe InDesign, and the ability to learn systems and programs such as Advance, Encompass, Canva, All Seated, and Zoom.
• Ability to succeed in a fast-paced, team environment, maintain a sense of humor, be creative, and successfully manage a portfolio of events and other multifaceted projects, simultaneously and independently while meeting aggressive deadlines.
• Strong customer service orientation and skills, demonstrating a high degree of professionalism, confidentiality, and good judgment.
• Must be able to work evenings and weekends. May require travel.
• Demonstrate the ability and desire to practice and adhere to organizational values.

Required Documents

• Resume.
• Cover Letter.