Inauguration Event Assistant

Inauguration Event Assistant

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 Inauguration Event Assistant provides administrative and event support for the inauguration of the Caltech president on October 29, 2026. This position is responsible for managing RSVP tracking, maintaining accurate guest records, responding to inauguration-related inquiries, coordinating communications with invitees, and supporting event logistics. The position reports to the Director of Events and Special Assistant. The successful candidate will be highly organized, detail-oriented, customer-service focused, and capable of handling confidential information with professionalism and discretion.

This is an occasional position. Hours will vary based on project needs and event timelines, with increased activity in the months leading up to the presidential inauguration and during inauguration week. Some evening and weekend work may be required.

Essential Job Duties

• Manage RSVP tracking and maintain accurate guest records for inauguration-related events.
• Monitor and manage the inauguration email account, responding to inquiries and directing questions to appropriate offices as needed.
• Communicate professionally with invited guests, delegates, trustees, alumni, donors, faculty, staff, and other attendees regarding invitations, registration, accommodations, transportation, accessibility, schedules, and event logistics.
• Prepare and distribute event-related communications, including confirmations, reminders, and follow-up correspondence.
• Generate RSVP reports and provide regular updates to the inauguration planning team.
• Assist with guest lists, seating assignments, name badges, registration materials, and other event-related documents.
• Support event registration, guest check-in, and on-site event operations as needed.
• Maintain confidentiality and perform other administrative and event-support duties as assigned.
• Compile post-event documentation and records.

Basic Qualifications

• Strong organizational skills and attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated customer service skills, friendly demeanor, and professional judgment.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to manage multiple priorities, meet deadlines, and work both independently and collaboratively.

Preferred Qualifications

• Experience supporting special events, conferences, commencements, or similar programs.
• Familiarity with RSVP, event registration, or database management systems.
• Experience working in a higher education environment or with distinguished guests and VIPs.

Required Documents

• Resume