Careers at the Aspen Institute
Share with friends or Subscribe!

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.


Executive Assistant, Public Programs

Department: PUBLIC PROGRAMS
Location: Aspen, CO
Salary: $70,000 - $80,000

ABOUT US

Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

PUBLIC PROGRAMS

The Public Programs team at the Aspen Institute produces and serves in advisory roles for a number of major events each year, including the Aspen Ideas Festival, Bloomberg CityLab, Aspen Ideas: Climate and more.

ABOUT THIS ROLE

The Executive Assistant will primarily support the Aspen-based team of Public Programs on Aspen Ideas Festival day to day needs, as well as general administrative needs of the department.

This position will report to the Associate Director and interacts routinely with members of the Public Programs team, external vendors, and Aspen Institute employees at-large. The salary range for this position is $70,000-$80,000. The expectation is for this role to be in our Aspen, Co office a minimum of 2x a week to collaborate with colleagues.


WHAT YOU WILL DO

Administrative Responsibilities

  • Support Executive Director and team with various administrative needs, including calendar management and expense reports

  • Manage and track sensitive data across platforms such as Google Drive, Monday.com, Tipalti, Concur, and Ironclad.

  • Phone and email support as needed

Budgetary/Finance Responsibilities

  • Process invoices for expenses related to the Aspen Ideas Festival and other programmatic events throughout the year. Troubleshoot and following up on payment issues.

  • Collect information from various team members to draft vendor contracts and work legal department to develop contracts toward completion.

  • Support Program Managers responsible for key budgets by tracking expenses, projections, and providing support with year-end budget preparation.

  • Note: occasionally longer hours would be expected in build up to and during key events (such as April-June timing for Aspen Ideas Festival)

WHAT YOU WILL NEED TO THRIVE

  • 5+ years work experience with administrative duties

  • Experience supporting executives and handling expenses

  • Exceptional organizational skills and strong attention to detail

  • Excellent written and oral communications skills

  • Proficiency in Microsoft Office Suite, Google Suite, and accounting and budget related software programs.

  • Proven ability to learn new platforms efficiently. Willingness to be trained in new systems important.

ADDITIONAL INFORMATION

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

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.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.

Applicant Tracking System Powered by ClearCompany HRM Applicant Tracking System