Careers at the Aspen Institute
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Aspen Institute employees come from a wide range of backgrounds and possess a unique blend of education, skill, and policy experience. We recognize that our people are our vital resource and we value their knowledge, enthusiasm, and commitment. At the Aspen Institute we offer competitive salaries and a wide variety of benefits to our employees and their families.

If you would enjoy working in a dynamic environment and are looking for an opportunity to become part of a stellar team of professionals, we invite you to apply online today.


Meetings & Events Assistant

Department: CONFERENCE SERVICES
Location: Washington, DC

Position Title:                 Meetings & Events Assistant 

Program/Dept.                DC Office Administration and Conference Services  

Position Location:         Washington, DC                        

Reports To:                     Meetings and Events Specialist 

FLSA Status:                  Full-time, Non-exempt

 

 

The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Marylandís Eastern Shore. It also maintains offices in New York City and has an international network of partners.

 

Basic Function:

 

The Meetings and Events Assistant is responsible for the support of our headquarters fast paced conference center in our corporate HQ office located in Washington DC supporting a staff of over 300 and thousands of meetings per year.  The position provides direct support to meeting planners and is responsible for managing assigned projects by using event management tools/software as well as develop and adhere to timelines, processes and procedures. Performs administrative duties associated with event preparation including responding to staff queries, invoicing, inventory, event registration, catering coordination, staff outreach and data entry into room booking system. This position works closely with and serves as an immediate backup to the Meetings & Events Specialist.

 

Essential Duties and Responsibilities: 

  • Provide day of event and conference assistance to stakeholders by working with internal support departments and external vendors to ensure event plan is executed and any last-minute issues are promptly handled and addressed.
  • Deliver logistical support to events in the conference center, including interpreting and addressing meeting requirements based on the conference schedule, setting up and changing meeting room configurations as needed. Straighten and maintain rooms between meetings and maintain the professional appearance of the entire conference center at all times.
  • Greet guests at the start of each meeting, fulfill additional meeting planner requests and provide direct support service, including participating in pre-conference meetings and conducting phone or e-mail confirmations daily.
  • Daily use of software platforms associated with maintaining meeting room requests, tracking events, managing user profiles and daily report distribution. Communicates with team members and stakeholders frequently via email.
  • Communicate regularly with vendors providing event services support. Liaises with building management when submitting requests for building tenant event spaces on behalf of meeting planners.
  • Work directly with the program meeting planner and preferred caterer to ensure all standards and catering needs are met and provide recommendations as needed. Review catering orders for events on behalf of program meeting planner, coordinate loading dock access, verify accuracy of order upon arrival, reconcile monthly catering invoices.
  • Assume additional responsibilities as assigned.

Principal Interactions: 

  • The Meeting and Events Assistant interacts routinely with Institute staff, visitors, internal supporting departments and external vendors.

Knowledge, Education and Experience: 

  • Conversational Spanish strongly preferred.
  • Some college preferred with a minimum of two years related meeting service experience and/or training.
  • Possess a friendly disposition with an ability to cultivate stakeholder relationships and collaborate with team members.
  • Possess a strong customer service background, must be detail oriented with a high degree of professionalism and the ability to multi-task.
  • Ability to effectively communicate information in one-on-one and small group situations to employees of the organization.
  • Ability to read, analyze, interpret and process common invoices/billing documents.  
  • Experience utilizing resource management systems to communicate meeting logistics with multiple stakeholders.
  • Ability to manage multiple conference room reservations, utilizing the resource management system and focusing on the strategic assignment of meeting space to improve and maximize utilization.
  • Must be flexible and adapt quickly to using new technology and software as implemented by the team.
  • Ability to perform under pressure, solve meeting planner concerns while maintaining a professional demeanor.
  • Proficient in Microsoft Office Suite, specifically Outlook, Word and Excel.
  • Occasional evening and weekend overtime required.

Level of Authority: 

  • Non-supervisory position
  • No budgetary authority 

** In your cover letter please address how your skills match the qualities, knowledge and experience necessary for this position. ** 

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.

Candidate must have the ability to work under pressure and handle stress. Candidate must also have the ability to meet regular attendance policy of the Aspen Institute. 

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