ABOUT US

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 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.

CITY INNOVATION

The City Innovation team, in partnership with Bloomberg Philanthropies, produces Bloomberg CityLab. Bloomberg CityLab is the preeminent global cities summit organized by Bloomberg Philanthropies in partnership with the Aspen Institute, convening more than 700 mayors and leading policymakers, innovators, and creatives. Bloomberg CityLab was founded on the principle that important innovation is happening at the local level and that global impact can be achieved when cities share solutions. For over a decade, CityLab summits have convened the most influential mayors and voices from hundreds of cities worldwide. Summits have generated tangible takeaways for attendees and made international headlines. Past CityLab conferences have been hosted in New York, Los Angeles, London, Miami, Paris, Detroit, Washington, D.C., Amsterdam, and Mexico City. Bloomberg CityLab 2026 will take place April 27-29 in Madrid, Spain.

ABOUT THIS ROLE

The Aspen Institute seeks a Logistics Coordinator to lead event communication to the general audience, Mayors, and City Innovators (drafting and sending messages, answering questions to the general inbox, etc.). The coordinator will also partner with one contractor to arrange travel and lodging logistics for all event guests (booking flights, hotels, ground transportation, etc). The Logistics Coordinator will work closely with the logistics and production teams to ensure a seamless process and experience for our event guests.

Please note this is a full time, remote (U.S. based only), temporary position from early September 2025 to mid-May 2026. Long hours and working on weekends are expected during March and April 2026. This position reports to the Director of City Innovation and works closely and collaboratively with several Aspen team members and contractors. The hourly rate for this position is $25/hr - $30/hr.

WHAT YOU WILL DO

Event Communications

• Manage, streamline, and initiate communications for approximately 800 CityLab attendees.
• Partner with Program Associate to monitor emails, calls, and other inquiries from attendees, staff, and program partners.

Travel Logistics Responsibilities

• Work closely to coordinate travel logistics for approximately 100 Mayors, 100 City Innovators, and 30 audience members.
• Assist with hotel and lodging support for attendees, and communicate frequently with hotel staff to troubleshoot issues.
• Log and report final travel accommodations.

Administrative Responsibilities

• Oversee CityLab Scholarship which entails setting up all forms, tracking requests, communicating final decisions, and reporting on final results.
• Maintaining files, finance information, and other important documents.
• Assist with event database management (Cvent and Airtable).
• Participate in regular team meetings and take notes, where necessary.
• Willingness to step into other event-related projects as they arise.

WHAT YOU WILL NEED TO THRIVE

• Bachelor’s degree or equivalent of 3 years of work experience in event planning, travel logistics, and/or event communications.
• Excellent written and oral communications skills, especially in fast-paced environment (Spanish language proficiency is a plus but not required).
• Superb customer service skills and experience interfacing with senior level officials.
• Exceptional organizational skills, self-motivated, detail-oriented and has an eye for the big picture.
• Extremely resourceful and excellent problem-solving skills, with an ability to use best judgment in last minute or sensitive circumstances.
• Demonstrated experience thiriving in optimizing processes, workflows, tracking information, and general improvement of event planning and management.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Apps (Doc, Sheets, etc).
• Comfortable working with databases and event software such as Cvent and Airtable.
• Intellectual curiosity a plus.
• Travel to Madrid in April 2026 is required. All expenses are covered by Aspen Institute.

HOW TO APPLY

Please submit a resume/CV showing relevant skills and experiences. A cover letter is optional and should not exceed one page.

The application window for this position will close after two weeks on August 6th, 2025 by close of business (5:00 pm ET).

INTERVIEW PROCESS

Candidates can expect a brief phone screening (15-20 minutes) followed by one virtual interview (30-40 minutes) with two to three members of the Aspen staff. Final decisions will be communicated to all candidates who apply or make it to the interview phase.

ADDITIONAL INFORMATION

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.

The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or have questions about accessibility, please email hrsupport@aspeninstitute.org or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.