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Program Associate- Stevens Initiative

Department: STEVENS
Location: Washington, DC

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 Maryland’s Eastern Shore. It also maintains offices in New York City and has an international network of partners.

The Stevens Initiative 

The Stevens Initiative is an international effort to build global competence for young people in the United States and the Middle East and North Africa (MENA) by growing and enhancing the field of virtual exchange: online, international, and collaborative learning. The Initiative is a lasting tribute to the legacy of Ambassador Chris Stevens and aims to offer an unprecedented number of youth the opportunity to connect in the United States and the Middle East and North Africa virtually in sustained and meaningful ways. For more information about the Initiative, please visit www.stevensinitiative.org. 

Basic Function:
The Program Associate is responsible for assisting with the planning, production, and execution of Stevens Initiative communication plan including media, website, and promotional materials. The Program Associate will oversee and assist with event planning, information and database management, and other logistical and administrative tasks. The Program Associate may also be called upon to provide general programmatic support to awardees as needed to execute on other duties as assigned.

Duties and Responsibilities:

Communications: 

  • Provide support and assistance in planning, developing, and disseminating communication materials, including developing monthly e-newsletters for external audience, annual report for donors and other supporters, consistent and engaging posting on social media outlets, updating website and creating content to engage new and existing stakeholders, drafting press release and event announcements, as needed;
  • Assist with planning and promoting monthly webinars, and other public resources for external audiences;
  • Track website and social media analytics to support internal and external reporting needs;
  • Maintain calendar of the Initiative’s communication plan and ensure projects stay on track with a particular focus on the Initiative’s grantee communication deliverables including videos, blogs, and impact stories;
  •  Use contact management system and other social media to create and send emails, newsletters, announcements, etc.;
  •  Assist staff members in preparing for workshops, training, speaking engagements, and other events to ensure all communications are accurate and consistent;
  •  Draft and update program publications, including donor letters, blogs, newsletters, brochures, media kits, and invitations to events;
  • Serve as team liaison with Institute’s Communications Team.

Events: 

  • Conduct event logistics, including reserving space, formulating invitation lists, designing and drafting invitation language, sending invitations and tracking RSVPs and speakers, preparing necessary material, coordinating all event logistics, booking speaker travel and accommodation, arranging for vendors (i.e. catering, photography), tracking event finances, and on-site management of events;
  • Close out events as required including processing post-event payment, drafting post- event communications and write-ups, creating and distributing survey, and providing suggestions to improve the Initiative’s event planning and implementation process;
  • Maintain calendar of events (annual forum, roundtables, speaking engagements, conferences) for the Initiative;
  • Serve as team liaison with Institute’s Office Services.

Administrative:

  • As needed, assist with the Assistant Director’s monthly expense reports and post-trip payments;
  • Maintain Initiative contact database, call and meeting notes, distribution lists, shared drive folders, and media drive folders;
  • Update and grow program contact database with the support of the Executive Director and Assistant Directors;
  • Provide recommendations to streamline contact database management;
  • Produce Salesforce reports as requested by Assistant Directors;
  • Customize the database management tool to the needs of the program, including introducing event management and other templates;
  • Coordinate team internal and external meetings, prepare briefing materials, tracking resulting action items; secure conference room for meetings;
  • Support Assistant Director with hiring process, including keeping track of candidates, scheduling interviews, and securing space.

Qualifications:

  •  Bachelor’s degree in a relevant field with at least 4-5 years of relevant experience;
  •  Communicates clearly and effectively;
  •  Exceptional writing and editing skills;
  • Proficiency in Concur, Constant Contact, Salesforce preferred;
  • Strong attention to detail, and ability to handle multiple tasks simultaneously and meet deadlines;
  • Ability to work in fast-paced environment;
  • Proficiency with Microsoft Office Suite, social media platforms, and basic website editing/management;
  • Strong interest in the mission of the Stevens Initiative;
  • A positive attitude with a can-do mindset and excited to be part of a cohesive team in a fast paced environment.

Level of Authority: 

  • Non-supervisory position
  • No budgetary authority

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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