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.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Department Description:

Workplace Services aim to create remarkable experiences through management of approximately 100k square feet., of real-estate, facilities and operations in Washington, DC and New York; hosting more than 350 meetings and events annually.  

Basic Function:

The Senior Event Specialist aids the Managing Director and the Workplace Services team by assuming a primary role in the oversight of COVID protocols for events, coordination of meeting and event logistics, correspondence, managing calendars, reservation system, and conference room support. This position is the primary contact for meeting planners in the Institute to support event pre-planning and logistical preparation, vendor management, catering, transportation, and registration. Responsibilities include oversight of conference services, creating and maintaining program files and databases, overseeing conference support staff, assisting on-site at events.

Essential Duties and Responsibilities:

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

• Conference Services:
  • Serve as the primary point of contact for meeting and event coordination in the DC office conference facilities and metro area.
  • Support Managing Director, meeting planners, and logistics teams in the preparation and development of meetings and events.
  • Manage resource scheduling tool and calendar requests for all meeting spaces.
  • Leads the organization and coordination of customized activities.
  • Maintain and establish organization with internal system and workflows.
  • Manage set-up and clean-up meeting rooms as needed.
  • Develop and maintain relationships with vendors and document standard operating procedures.
  • Recommends, develops, and implements ideas resulting in effectively reducing program event expenses such as catering equipment and negotiated food and beverage rates.
  • Supervises Event Services staff.

• Office Services:
  • Manages the daily maintenance of the lobby area.
  • Serves as back up to Office Services staff as needed.

• Administrative Services:
  • Develop all resources and materials that communicate event processes for the DC office i.e., Event Services Planning Guide, Room Booking system training guide and videos, SOPs.
  • Develop and facilitate group presentations providing Event Services information and sales presentation.
  • Compose communications utilizing appropriate formats and styles. Develop booking system reports to track usage and attrition.
  • Create and maintain department procedural documents.
  • Provides immediate support to Managing Director for both office and conference services day to day operations.
  • Manage various projects as directed by Managing Director
  • Spearheads multiple outreach initiatives including collaborating with HR & Event Services to conduct educational trainings and information sessions.

Knowledge, Education, and Experience:

• Detail oriented with a high degree of customer service, organizational, interpersonal and time management skills.
• Bachelor’s degree preferred with 4-5 years of professional experience.
• Supervisory experience required.
• Minimum of 3 years event coordination experience.
• Proven experience in meeting planning and conference techniques including logistic coordination, schedule management.
• Ability to effectively train and collaborate with co-workers.
• Ability to train large groups and develop training materials.
• Strong written and verbal communication skills.
• Excellent team skills.
• Proven experience using Microsoft Word, Excel, and Outlook. Proven knowledge and ability to use personal computers and various software applications including spreadsheets, word processing, relational databases, and email. Demonstrated ability to work independently and in a group to produce successful results.
• Able to lift up to 25 pounds.

The Institute has implemented a mandatory COVID vaccination policy for all employees who will work at one of our physical locations, attend any of our in-person events or travel on behalf of the Institute. Staff unable to be vaccinated may request an exemption under certain circumstances.

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.