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

The Leadership Division of the Aspen Institute builds off its 70-year history of developing leaders across generations and place to become more effective, values-based leaders. Today, the Division supports the life-long development of leaders through its seminar offerings, youth fellowship programs, and the Aspen Global Leadership Network. Furthermore, as an opportunity to learn from grass-roots community leaders and to activate its leadership networks, Weave: The Social Fabric Project functions within the Leadership Division.

Basic Function

The Event & Operations Coordinator is a full-time position that will work collaboratively with all Leadership Division teams to strengthen organizational efficiency, improve operations, and support the successful management and delivery of events. In addition to providing cross-cutting support to Leadership Division teams, the Coordinator will support new strategic initiatives and will also play a key role in the planning and execution of large events, including the Resnick Aspen Action Forum, a signature summer event of the Aspen Institute. These responsibilities are achieved via an unwavering focus on diversity, equity, and inclusion. This role will report to the Assistant Director, Events & Operations.

Essential Duties and Responsibilities:

Division Events & Operations Support

Division Event Support

• Support the planning and execution of Division-wide events including custom leadership seminars, the Resnick Aspen Action Forum (detailed scope of work below), and other new cross-cutting initiatives.
• Help with the planning and execution of the annual Division Staff Retreat, hosted each fall for 50+ colleagues.
• Provide staffing support for virtual and on-site events on an ad hoc basis. Domestic and international travel may be required up to 10% of the time.
• Ensure successful delivery of the Resnick Aspen Action Forum, a signature summer event of the Aspen Institute. This position will: 
  • Support participants who are attending the event—serve as the primary point of contact for questions, assist with the scholarship notification process, and host new participant on-boarding sessions.
  • Track registration targets and manage digital dashboards that analyze diversity, attendance and other event related details. Maintain commitment to increase the diversity, equity and inclusion efforts.
  • Support logistics and execution for all programmatic offerings; duties may include drafting and sending speaker invites, preparing materials for sessions, creating staffing plans, hosting trainings, etc.
  • Help schedule conference calls with staff, partners, moderators, event participants, presenters, and event vendors.
  • Travel on-site to support the coordination and successful execution of the points above or support the virtual execution when the Action Forum is not hosted in person.
  • Work on other aspects of the event as needed.

Division Operations Support

• Process and submit payments and deposits—responsibilities include submitting RFPs, supporting the timely processing of credit card statements, and assisting with expense reconciliation and budget management.
• Help maintain team folders in Basecamp with latest event materials, checklists, and workplans.
• Responsible for scheduling team calls, taking notes, and drafting follow up correspondence.
• Assist Assistant Director with tracking office space use by taking into account new hires, program re-structures, and remote work.

Internal Program Support Operations & Capacity

Program Support – Building Event Capacity

• Create and implement standardized event planning templates for digital and in-person offerings including checklists, draft staffing plans, production rundowns, etc.
• Help manage and track event support needs across the Leadership Division and ensure programs have the tools and resources needed to successfully manage and execute events.
• Host regular event trainings and formalize community of practice meetings for event planners across programs.

Program Support – Building Systems Capacity

• Support the Systems Team with the on-boarding of new Salesforce users, data management requests, system backups, and management of confidentiality agreements.
• Track division events in Salesforce, manage venues and vendors, scholarships requests, and other event needs.

Education and Experience:

Ideal candidates will possess the following traits: 

• Associate or bachelor’s degree with at least 1-2 years of event experience
• Professional interest events, operations, and leadership development
• Excellent interpersonal skills with a service mindset
• Personable, professional, mature and helpful
• Culturally sensitive and curious
• Self-motivated, with initiative and a strong capacity for independent work as well as collaborative team environments
• Strong attention to detail and ability to multi-task under pressure of deadlines
• Strong organizational and project management skills
• Proficiency in Microsoft Office Suite, especially Word, Excel and Outlook
• Familiarity with Salesforce, Concur and Paylocity a plus
• Excellent oral and written communication skills
• Ability to travel up to 10%

Reporting:

Assistant Director, Events & Operations

Level of Authority:

• No budgetary authority
• Non-supervisory 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 the regular attendance policy of the Aspen Institute.