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.


Events & Communications Coordinator- Aspen Words

Department: ASPEN WORDS
Location: Aspen, CO

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.

Aspen Words
Aspen Words was founded in 1976 as a literary center based in Aspen, CO. A program of the Aspen Institute, its mission is to encourage writers, inspire readers, and connect people through the power of stories. AW’s year-round programs include Summer Words, a writing conference and literary festival; Winter Words, a speaker series presenting the best of contemporary literature; the Aspen Words Literary Prize, a $35,000 annual award for fiction with social impact; as well as a writers-in-the schools program and writing residencies. For more information, visit http://www.aspenwords.org/.

Basic Function: Provides general operational coordination, administrative and communications support for the Aspen Words program, including event logistics, outreach, invitations and registration, RSVP tracking, venue coordination and post event follow-up. The Coordinator will work closely with all team members to support the marketing and outreach efforts of Aspen Words. The right candidate will be technically savvy with strong written communication skills, website and digital marketing experience, and familiarity with social media platforms.

Essential Duties and Responsibilities: 

Event Execution 

Coordinate various aspects of event planning and execution, including:

  • Maintain relationships with venues, audio visual teams and other vendors
  • Draft venue contracts, staffing plans, run-of-shows
  • Compile and set up event materials, including signage, programs, marketing materials, lists, plans, etc.
  • Create registration forms, track attendance, and work with box office to manage ticketing for programs
  • Manage volunteers
  • Assist with booking travel and lodging for program talent, and secure in-kind lodging donations

Marketing and Communications Execution:

Support all aspects of marketing, PR and general outreach, including:

  • Daily maintenance of the Aspen Words website: write, update and edit content; compile media and upload to the website; monitor growth and traffic 
  • Maintain general AW email mailbox and respond to inquiries 
  •  Draft event descriptions and press releases. Maintain press archive
  •  Support Program Associate with local advertising partnerships, including scheduling ads
  • Draft and send weekly e-blasts and monthly e-newsletters, with oversight from Program Associate
  • Manage social media accounts: Twitter, Facebook, Instagram. Research and craft social media campaigns and develop partnerships with bookstagrammers and other stakeholders
  • Ensure all Aspen Words events are listed in community calendars and on the Aspen Institute website, internal calendars and all other events calendars
  • Contract and oversee photography and videography for events. Manage all digital assets on the Aspen Words server and Dropbox (or other file-sharing system)
  • Maintain contact information in email database and LCRM, create lists for email campaigns and mailings and manage dissemination of all outreach collateral including flyers, postcards, invitations and fundraising letters
  • Create basic designs in Photoshop & InDesign for website, social media and printed collateral

Administrative

  •  Maintain event supplies, office supplies and operating equipment
  •  Provide materials for board meetings

Principal Interactions: Works closely with all Aspen Words team members. Liaises with Aspen Institute communications team around social media strategy, podcasting, A/V needs. Interacts with Aspen Words volunteers, supporters and visiting talent.

Knowledge, Education, and Experience: 

  • Bachelor’s degree and at least 3-4 years’ experience in events and/or communications
  • A love of literature and passion for the Aspen Words and Aspen Institute missions
  •  Highly organized and deliverables-focused person who can work comfortably in a high-paced, detailed-oriented, collaborative environment. Able to provide support to various team members
  • Event management experience and the ability to juggle many competing priorities
  • Excellent interpersonal skills and experience working with volunteers, donors, high-level talent
  • Excellent administrative skills with effective management of time in a deadline-intensive environment
  • Excellent writing and editing skills for effective marketing and communications
  • Technically savvy and able to quickly master new databases and system software. Experience with Luminate and/or Salesforce helpful
  • Experience with email marketing and maintaining a website or blog. Wordpress, MyEmma, iContact, or Constant Contact experience desirable
  • Experience with social media platforms including Twitter, Facebook, Instagram, with creative aptitude and ability to convey the unique Aspen Words voice and character to an online audience

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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