The 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.

Basic Function:

The Events Manager is a key member of the Aspen Digital team, participating in both the ideation and execution on a range of projects in collaboration with Directors and other Program staff. S/he assumes a primary role in the management and coordination of multiple virtual and in-person projects and events, with a supporting role in research and agenda development. This includes thought leadership and administrative know-how, including producing virtual events and well as in-person events, materials, managing travel, lodging and other event logistics, overseeing production of event materials, and providing general support. This is a temporary position (June 1 through December 31) with possibility to extend.

Responsibilities:

Manage convening Essential duties and responsibilities are as follows. Other responsibilities may be added as necessary.

Project Development and Management

• Logistics, including creating and updating work plans and timelines; working in virtual and in-person environments; scouting and booking venues; arranging and coordinating transportation and travel needs; negotiating, securing, and coordinating hotel room blocks; creating and updating Runs of Show; etc.
• In consultation from Directors and/or others, assist in content development of the project, including agenda, participant selection, and writing, editing and production of summary materials.

Events Management

• Arrange for and manage all logistical elements for assigned conferences, workshops, roundtables and summits including, but not limited to, the Aspen Cyber Strategy Group, the Aspen Cyber Summit, and the other event series. Duties may include:
  • Negotiations and discussions with partner organizations
  • Primary interface on behalf of the Program with vendors
  • Site research and selection
  • Meeting space selection and set-up
  • Staff and participant travel, lodging and ground transportation
  • Group meals
  • Audio/visual requirements
  • Miscellaneous off-site functions
  • Expense reimbursements
• Prepare correspondence regarding logistics guidelines for all assigned events and disseminate to participants.

Operations and Administrative Support

• Develop work plans for programs and projects, follow up and track tasks and milestones.
• Address risks and issues affecting project deadlines, and maintain clear and consistent communication on status.
• Facilitate, support and ensure compliance with all contracts.

Shared Responsibilities

• · Organize and maintain program files
• · Maintain project information on website(s)
• · Collect and process invoices, expenses, reimbursements, payments for services, etc.
• · Proofread outgoing documents (including reports) and correspondence
• · Assist in design and strategic planning for Aspen Digital

Some travel will be required once it is safe to do so.

Knowledge, Education and Experience:

• Bachelor’s degree preferred and two to five years of relevant experience. Work experience in security, technology, or government a plus.
• Proficiency in Google environment, Microsoft Office Suite, contact databases and web research.
• Strong project management and organizational skills, with an emphasis on time-management and the ability to organize and implement various activities, while maintaining the highest level of attention to detail.
• Excellent written and oral communications skills.
• Excellent interpersonal skills, energy, and initiative.
• Demonstrated ability to work independently and produce successful results.
• The candidate should be results-oriented, highly motivated, creative, and with the ability to work comfortably with a team.

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.