ABOUT US

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.

PUBLIC PROGRAMS

The Public Programs team at the Aspen Institute produces a number of events each year that are open to members of the general public. This position will support the Aspen Ideas Festival, to be held June 25 - July 1, 2026, on the Aspen Institute’s campus in Aspen, CO.

The Aspen Ideas Festival is the nation’s premier public gathering for leaders from around the globe and across many disciplines to engage in deep and inquisitive discussions about ideas and issues that shape our lives and challenge our times. The Aspen Ideas Festival fosters attendees and speakers from a wide range of international sectors and industries to engage in meaningful dialogue. Each year, the Festival covers a wide range of timely and critical topic areas through panels, workshops, book clubs, debates, deep dives, and interviews.

ABOUT THIS ROLE

The Aspen Institute seeks a Speaker Data and Logistics Coordinator within the Public Programs team to help support Aspen Ideas Festival speakers with logistics, travel, and lodging. The Speaker Coordinator will work closely with the speaker management team and other staff members to ensure a seamless process and experience for our event speakers and their teams. The ideal candidate will be proactive, detail-focused, and capable of managing multiple tasks simultaneously in high pressure environments while providing excellent service to our speaker logistics leads.

This temporary position reports to the Senior Program Associate who oversees the speaker team. Please note that this is a temporary position from Mid-March through mid-July 2026 (flexibility to determine exact start and end date). The pay rate for this position is $26 to $32 per hour, based on experience.

The expectation of hours worked per week will fluctuate, with the position requiring up to 20 hours per week at the beginning of the term. As we get closer to the event, this role will be full-time, working up to 40 hours per week (with potential for overtime). Long hours and working on weekends will be expected during the month of June. In accordance with our Reimagining Work policy, the coordinator should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance.

WHAT YOU WILL DO

Speaker Data Management

• Maintain and update a comprehensive speaker list, ensuring all speaker details (bios, contact information, session schedules, etc.) are accurate and current.
• Assist with data entry for speaker travel and accommodation requirements, ensuring all logistics are correctly tracked and documented. Regular upload of registration data, including managing speaker bio/titling editing and uploading headshots.
• Manage the upload of the speaker agenda into the event software platform, Rainfocus.

Manage Private Ride Requests

• Oversee private ride coordination for speakers, ensuring they are picked up from airports, hotels, and other designated locations in a timely manner.
• Maintin up-to-date records of all transportation arrangements. Act as main contact for speaker private transportation requests.
• Be the main contact for our private ride requests.

Speaker Thank You Cards

• Manage the Speaker Thank You Card process, mailing and collecting signatures from content leads.

Bookstore and Book Signing Support

• Coordinate with the festival bookstore and support the speaker book sales, staffing book signings at night time events.

On-Site Speaker Support

• Provide on-site support for speakers during the event, helping with check-in processes, answering questions, and ensuring speakers have everything they need for successful experience. Help troubleshoot any last-minute issues or changes regarding logistics.

WHAT YOU WILL NEED TO THRIVE

• Bachelor’s degree or equivalent of 1 to 3 years of work experience in event planning.
• Previous experience in event coordination, logistics, or hospitality management is preferred.
• Strong attention to detail and organizational skills.
• Ability to multitask and work efficiently in a fast-paced and high-pressure environment.
• Ability to handle confidential information with discretion and professionalism.
• Flexibility to work long hours during the event, including evenings and weekends as required.
• A passion for the Aspen Ideas Festival’s mission of advancing important conversations and exchanging ideas.
• Thrives in optimizing processes, workflows, tracking information, and general improvement of event planning and management.
• Excellent written and oral communications skills.
• Superb customer service skills.
• Proficiency in Microsoft Office Suite especially Word, Excel and other preferred programs such as Google Docs, Outlook, Cvent, Rain focus.
• Intellectual curiosity a plus.
• Initiative and responsiveness, a “go-getter”.
• Candidates should be in Aspen, CO.

ADDITIONAL INFORMATION

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.

The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or have questions about accessibility, please email hrsupport@aspeninstitute.org or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.