Office Administrative & Events Intern

California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement, remote work
United States, California, Pasadena
May 28, 2026
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 (www.caltech.edu). 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 20-25 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 Hiring Range $19.00 - $21.00 per hour The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks. EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law. Caltech is a VEVRAA Federal Contractor. To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf. Disability Accommodations Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position. If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu. Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.