Office Administrative & Events Intern

Office Administrative & Events Intern

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

IPAC's Administrative Team is seeking an Office Administrative & Events Intern. If you are a motivated and organized college student or recent graduate who wants to support our administrative team with day-to-day office operations, event coordination, and internal staff service, then you belong on our team. This internship is a great opportunity for someone interested in gaining hands-on experience in office administration and professional event support in a collaborative environment.

IPAC is a hub for enabling breakthrough astronomy research by supporting NASA-funded missions, projects, and science data archives. We are part of the Physics, Math, and Astronomy Division at Caltech.

Our partners and collaborators include a broad range of the science community, including individual researchers, science collaborations, science projects, missions, and centers. Our work involves people and projects within IPAC, as well as NASA and NSF projects, NASA centers including JPL and GSFC, Caltech, and public and private institutions across the U.S. and internationally.

This paid position features a diverse scope of responsibilities, providing valuable experience within an academic research setting while supporting IPAC's core mission.

Essential Job Duties

As an Office Administrative & Events Intern, your responsibilities will include:

• Assist with general office and administrative tasks
• Help coordinate meeting scheduling, logistics, and communications
• Assist with data entry and basic spreadsheet tracking
• Greet and provide support for visitors to IPAC
• Help manage supplies, materials, and event setup/breakdown
• Maintain internal web pages with relevant and up-to-date information
• Support the planning and execution of meetings, workshops, conferences, and social events
• Provide internal staff support and follow-up for routine inquiries from IPAC employees via Slack and the shared Admin inbox
• Perform other administrative support tasks as needed

Basic Qualifications

If you have the following experience, we want to hear from you:

• Education: Currently enrolled in a college or university program, or a recent graduate (as of May 2026)
• Strong organizational, communication, and multitasking skills, with the ability to meet deadlines
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and Google Workspace applications
• Reliable, professional, detail-oriented, and eager to learn
• Ability to work independently and as part of a team

Preferred Qualifications

Beyond these basic qualifications, there are skills and experiences that will add to your ability to contribute:

• Prior campus leadership, volunteer, or office experience
• Interest in operations, administration, or event planning
• Experience designing and producing materials in Canva
• Strong teamwork, collaboration, along with demonstrated creativity and problem-solving capabilities

Required Documents

• Resume or CV
• Cover letter describing any relevant administrative and event experience (please limit to 1 page)
• Application Deadline: June 14, 2026

Additional Job Details

• Our office is located in Pasadena, CA. Relocation, housing, and transportation are not provided
• Work must be conducted in person; remote work is not available
• Semi-flexible schedule, averaging 2025 hours per week within standard business hours (8:00 a.m. 5:00 p.m.)
• May require occasional evening or weekend availability to support of conferences and special events
• Expected to start by mid/late June