ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve society’s greatest challenges. It is headquartered in Washington, DC and has a campus in Aspen, Colorado, as well as an international network of partners. For more information, visit aspeninstitute.org.

ASPEN GLOBAL LEADERSHIP NETWORK

The AGLN is the modern evolution of the Aspen Institute’s founding vision. A global network of more than 4,000 leaders from 62 countries, the AGLN builds and connects Fellowships focused on sectors and geographies critical to positive global progress. Fellows who go through these programs are united by a shared commitment to values-based leadership and taking courageous action the world needs. For more information, visit aspeninstitute.org/programs/aspen-global-leadership-network.

ABOUT THIS ROLE

The Gatherings Coordinator plays a vital role in delivering various experiences to AGLN’s global community of Fellows by assisting with logistics across activities, supporting large-scale community gatherings and seminar experiences, and ensuring smooth day-to-day operations for the Resnick Aspen Action Forum team. A strong self-starter, the candidate must be highly organized and detail-oriented in program and event execution. This role requires some US domestic and international travel; as well as extended hours during scheduled seminars and while on-site at gatherings.

This position reports directly to the Director, AGLN. The salary range for this role is $52,500 - $58,000. In accordance with our Reimagining Work policy, the ?Gatherings Coordinator should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance.

WHAT YOU WILL DO

Event Coordination & Management

• Coordinate all aspects of global seminar and experience operations for cohorts of 20+ Fellows and program staff, including hotel accommodations, meals, ground transportation, AV requirements, and special activities.
• Working with program teams, contractors, and Institute central service teams (e.g. Legal) oversee venue contracting, BEO (Banquet Event Order) planning, and schedule/agenda implementation (room use, receptions, etc.) at program venues worldwide - especially with the Aspen Meadows Resort (for the Resnick Aspen Action Forum).
• Coordinate the end-to-end seminar readings production process, working closely with program teams and partners at the Institute, and work with programming leads to determine and purchase all necessary event materials (from seminar room needs to swag).
• Work with program teams to determine staffing needs and develop operational plans to ensure the smooth execution of the event. Build out detailed run-of-show documents for onsite execution, assign staff capacity to various roles, and create/lead staff training resources.

Global Gathering Support

• Support the planning of large-scale gatherings (e.g. Resnick Aspen Action Forum, other international Fellow gatherings) by coordinating hotel bookings, tracking F&B needs, coordinating travel support, and preparing event & session materials.
• Assist with programming and curriculum design, seminar slotting, room assignments and agenda coordination, and operational needs for all event sessions.
• Lead project management and content design for onboarding sessions for attendees and special VIP groups; Monitor guest communications, questions, community channels, and email inboxes to respond to or elevate as needed questions, issues, or any event related inquiries.

Team Coordination & Communications

• Maintain a regular cadence and build meeting agendas for various Resnick Aspen Action Forum working groups, capture meeting minutes, and identify actionable next steps raised during meetings.
• Serve as a primary point of contact for Fellows, program curators, designers, and moderators, providing timely project updates and pre/post-event communications.
• Work with the AGLN communications team on participant outreach, event marketing materials, and external assets.

Financials & Reporting

• While being mindful of overall event budgets, track expenses and ensure financial alignment with planning expectations.
• Process invoices and reimbursements for vendors, maintaining accurate financial records.
• Assist in building post-event surveys, coordinating survey analysis, and contribute to annual narrative reports.
• Monitor event registration data, produce bi-weekly reports, and ensure all attendee data is accurately reconciled in Salesforce.

WHAT YOU WILL NEED TO THRIVE

• Bachelor’s degree required and 1–3 years of experience in hospitality and/or event management, planning and executing large-scale events, alumnae or membership organization gatherings, or other customer/guest-oriented service experience with a strong emphasis on operations & logistics.
• High level of competency with Microsoft Office and Google Workspace; experience with Salesforce and/or Cvent is preferred.
• Excellent oral and written communication skills with high professionalism and attention to detail.
• Ability to work with people of different cultures and viewpoints with flexibility, discretion, and good humor.
• Our ideal candidate is a flexible problem solver with the ability to think on their feet under pressure, react in real-time to operational complexities, be creative and solutions-oriented.
• Willingness and ability to travel internationally as required.

TO APPLY

Please complete an application, including a resume and cover letter.

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.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.