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.

The Aspen Global Innovators Group

For over 30 years, the Aspen Global Innovators Group (AGI) has championed leadership and innovative solutions to address the world’s most pressing challenges in global health and development. AGI builds leadership capacity and connects individuals and organizations with bold ideas and new solutions that tackle long standing health and development challenges.

AGI works with leaders across Asia, Africa, Latin America and the Caribbean, and the U.S to reduce health disparities and give visibility to key development and advocacy issues. Our programs include fellowship and leadership coaching programs, and strategic partnerships with impactful local organizations around the world.

AGI is a diverse and dynamic team of 12 staff members that reflect African, Latin American, and South- East Asia origins, accelerating Global diversity and inclusion in the health space. 73% of staff are women, 45% are people of color, 45% are first generation or immigrants to the USA. They bring an authentically global perspective and a passionate commitment to health and gender equity.

About the Role

The Administrative and Executive Associate will offer executive assistant support and will provide high-level administrative support to the Aspen Global Innovators Group, including proactively managing schedules/calendars (internal and external) according to the leaders’ priorities, planning and organizing travel, processing reimbursements, and credit card reconciliations. It is expected that the Associate will accompany the AGI team to convenings in the US and around the globe, up to 20% of their time.

This position reports to the Executive Director and is located in the Aspen Institute’s Washington, D.C.

Essential Duties and Responsibilities

• Provides administrative assistance to the Executive Director and Director, such as writing and editing e-mails, drafting memos, and preparing meeting materials.
• Organizes meeting logistics, including scheduling, sending reminders, and organizing key operations, including catering, when necessary.
• Maintains accurate records
• Other duties as assigned

Administrative Support Duties

• Triages and assures timely response to internal and external inquiries and requests; manages follow-up on a wide variety of topics and priorities.
• Coordinates the Executive Director’s calendar and travel; schedule, track, and manage meetings with key stakeholders and internal staff.
• Supports Executive Director and Director’s meetings and events, including materials prep, advanced briefing, and follow-up; attend meetings and take minutes as needed.
• Submits monthly expense reports on behalf of the Executive Director and Director, coordinates with Aspen Global Innovators Group’s staff to complete timely payments to vendors and contractors.
• Supports administration related to AGI’s team speaking engagements.
• Coordinates with central services teams at the Institute; stays abreast of Institute-wide policies and practices.

Core Competencies

• Manages multiple processes and/or projects at the same time, with significant complexity involving multiple inputs and stakeholders, and different timelines.
• Always meets deadlines or delivers early; anticipates roadblocks that might delay deadline, proposes and negotiates a timely solution.
• Helps others deliver strong results through proactive collaboration.
• Keeps current with best practices in the field of executive administration and continually builds technical and/or substantive expertise.
• Able to produce solid first drafts of concise written products, and proactively get feedback and incorporate feedback effectively.
• Modifies and adjusts as changes are implemented to ensure results are achieved.
• Models and encourages flexibility.
• Embraces change as an opportunity for growth and learning.
• Often thinks about ways to perform duties more effectively.
• Provides feedback to supervisors.
• Develops relationships with staff members on other project teams.
• Develops relationships with team members from other programs/departments.
• Enthusiasm for the ongoing work of the program.
• Competence and comfort with technology hardware and software including Outlook, Excel, PowerPoint, Salesforce, Google Docs, Zoom, et al.

Knowledge, education, and experience

• High school diploma, and 3+ years of experience required
• Experience as an Executive Assistant in a similar setting preferred

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

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.

Individuals needing an accommodation to complete the job application can contact HRSupport@aspeninstitute.org or call (202) 736-1074.