Careers at the Aspen Institute
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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.

Program Coordinator

Department: SEMINARS
Location: Washington, DC
Salary: $47,000 - $52,000 per year

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 Leadership Division of the Aspen Institute builds off its 70-year history of developing leaders across generations and place to become more effective, values-based leaders. Today, the Division includes (1) the Seminars Department, (2) the Aspen Global Leadership Network; (3) Weave: The Social Fabric Project, which connects and supports grassroots community leaders.

The Executive Leadership Seminars Department (Seminars) delivers leadership seminars for individuals, external partners, and clients. The guiding principle of all Seminars programs is the belief that the problems we face in society are moral, not technical. As such, we must all take the time and the space to become more self-aware, self-correcting, and ultimately self-fulfilling individuals. The Seminars Department is responsible for delivering the Instituteís signature Aspen Executive Seminar on Leadership, Values, and the Good Society. The Seminars Department also works with organizations to deliver Custom Leadership Seminars designed to answer their unique needs.

The Opportunity

This position fills a key administrative and coordination role supporting the staff and programs of the Executive Leadership Seminars Department (Seminars). In an administrative capacity, the Program Coordinator will oversee the department calendar and supply ordering, maintain department records and track client outreach, and execute on other department support needs. In a coordination capacity, the Program Coordinator will support the Executive Director, Director, and other team members in working with external clients to deliver virtual and/or in-person custom leadership seminars. The position requires an individual who is mission driven but also comfortable working with CEOs and C-suite executives in the corporate world. The position also requires keen expertise in task management, such that projects and tasks are appropriately and proactively completed, along with the flexibility to handle last-minute needs and changes. The ideal candidate will possess excellent organizational skills, attention to detail, poise under pressure and in front of high-profile clientele, a desire and inner drive to contribute to a program in rapid growth, and a passion for the departmentís mission of developing values-based leadership for a better society.

Essential Duties and Responsibilities

Program Coordinator is responsible for the following. These responsibilities are achieved via an unwavering focus on diversity, equity, and inclusion.

Seminars Department Support (30%):

Support the Director, Executive Director, and other department staff in administrative functions including, but not limited to scheduling, data management, ordering of supplies, and maintenance of department records and central reports.

  • Maintain a department calendar with the departmentís seminar offerings.
  • Support and coordinate scheduling internal and external meetings.
  • Oversee ordering of department office and seminar supplies.
  • Update and maintain Custom Leadership Seminar client information in Salesforce and other department databases.
  • Collect and store materials and data related to post-seminar outreach (survey reports, final agendas, moderating assignments, venue details, and so on) and assist in developing reports as needed.
  • Other duties as assigned.

Custom Leadership Seminar Support (70%)

Coordinate virtual and in-person seminars as needed, ensuring successful delivery of the assigned seminar (4+ a year). Duties include:

  • Building out and executing to a seminar project timeline, sometimes for multiple seminars.
  • Working with the Office of Curriculum and Moderators to coordinate curriculum production and secure moderators.
  • Interfacing with high-profile clientele before, during, and after their seminars.
  • Coordinating logistics with clients (as needed).
  • Securing and paying vendors.
  • Functioning as virtual or on-site staff at 4+ seminars a year.
  • Invoicing clients, when necessary.
  • Working with other Seminars department and Leadership Division staff as necessary.

Preferred Skills and Experience

  • 2-3 years experience in a role that includes task-juggling for a team, program, and/or executive support.
  • Database experience, preferably with Salesforce or similar CRM system.
  • Strong professional communication skills and confidence interacting professionally with high-profile individuals and or clients.
  • Flexibility to work on a wide range of tasks from record keeping to client services.
  • Comfort with ambiguity and flexibility to respond adeptly to rapidly changing priorities.
  • Demonstrated ability balancing competing timelines and managing multiple tasks simultaneously.
  • High levels of professionalism in developing constructive internal and external working relationships.
  • Intellectual curiosity, passion for learning, attention to detail, and creative problem solving in project management and organizational systems.
  • Experience running zoom or other virtual meeting platforms.
  • Interest in and commitment to the mission of the Seminars Department.
  • Comfort with working under pressure and tight deadlines in fast-paced environment.
  • Proficiency with Microsoft Office and Google Suite.
  • Demonstrated ability to work both autonomously and as part of a close-knit team.

Applications without a cover letter that directly addresses why the applicant wants to work in the Executive Leadership Seminars (Seminars) Department will not be considered for the position.

The position has no supervisory authority.

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.

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