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.

Front Desk Coordinator- Office Services

Department: OFFICE ADMIN
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 Marylandís Eastern Shore. It also maintains offices in New York City and has an international network of partners. 

Basic Function: 

The Office Services Front Desk Coordinator is responsible for the support of common shared areas and conference rooms for our DC office supporting a staff of over 450 people. The primary task is to serve as the first point of contact for all guests that are encountered in person or via the telephone. Other vital tasks include assisting staff with office/conference equipment and service support in combination with other members of the Office and Conference Services team. Light lifting and light cleaning are required. 

Essential Duties and Responsibilities: 

  •  Coordinate front desk and office operations at the headquarter office. 
  • Welcome guests either in-person or by phone with a welcoming and friendly demeanor. Direct guests and staff to appropriate parties by possessing a working knowledge of Institute program/activities and maintaining a phone extension directory. 
  • Monitor and maintain a safe and secure environment for Institute staff and visitors by coordinating all aspects of front office operations such logging all guests, accepting deliveries in the secure mail room, and keeping a watchful eye for suspicious activity.
  • Maintain public areas throughout the day to ensure that they are clean and fully supplied. 
  • Receive, log and distribute incoming mail and office communications. Provide back-up support to mail room clerks by handling outgoing mail packages as needed. 
  • Maintain sufficient knowledge of regular and overnight mail options and courier procedures to assist staff as needed. 
  • Responsible for maintaining and organizing the cleanliness of common and shared spaces in the main reception area. 
  • Troubleshoot issues promptly with a positive attitude and assist staff in a timely manner, 
  • Coordinate equipment maintenance, service or repair with various vendors. 
  • Process all incoming funds compliant with approved audit procedures. Basic tasks include but not limited to: organizing incoming checks, transmitting information of received funds to recipients and Accounting department. 
  • Process orders for conference/office supplies and miscellaneous needs. 
  • Process vendor payments in a prompt manner. 
  • Coordinate agenda and minutes for internal team meetings. 
  • Provide general organizational support, including maintaining project calendars, book travel, contact information directories, and other project documents and timelines. 
  • Reserve conference rooms for staff and assist with catering orders as needed. 
  • Handle occasional small errands for Office Services. 
  • Assume additional responsibilities as assigned. 

Principal Interactions: 

The Office Services Front Desk Coordinator interacts routinely with Institute staff, visitors, and external vendors and plays a crucial role in shaping and maintaining company culture. 

Knowledge, Education and Experience: 

  • Some college preferred with one to three years related office experience and/or training.  
  • Possess a strong customer service background and a high degree of professionalism.  
  • Ability to effectively communicate information in one-on-one and small group situations to employees of the organization.  
  • Strong interpersonal and communication skills, with a positive self-starter attitude.  
  • Ability to multitask and deal with constant interruptions.  
  • Ability to read, analyzes, and interprets common invoices/billing documents. 
  • Ability to lift up to 25 lbs to move furniture and/or packages.
  • Ability to respond to common inquiries from employees or members of the business community. 
  • Familiar with Microsoft Office Suite, specifically Outlook and Excel. 
  • Strong knowledge of Adobe Photoshop and Office 365 preferred. 
  • Office equipment and inventory experience required. 
  • Occasional evening and weekend overtime required. 

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 the regular attendance policy of the Aspen Institute.

Applicant Tracking System Powered by ClearCompany HRM Applicant Tracking System