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.

Meetings & Events Coordinator

Department: OFFICE ADMIN
Location: Washington, DC

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.

Basic Function:

Required to be in the office Monday Friday, the Meetings and Events Coordinator is responsible for the support of our headquarters fast paced conference center in our corporate HQ office located in Washington DC supporting a staff of over 300 and hosts thousands of meetings per year. The position provides direct support to meeting planners and is responsible for managing assigned projects by using event management tools/software as well as develop and adhere to timelines, processes and procedures. Performs administrative duties associated with event preparation including responding to staff queries, invoicing, inventory, event registration, catering coordination, staff outreach and data entry into room booking system. This position works closely with and serves as an immediate backup to the Meetings & Events Specialist.

Essential Duties and Responsibilities:

  • Serve as the primary onsite point of contact for day of meeting and event coordination in the DC office conference facility.
  • Provide day of event and meeting assistance to stakeholders by working with internal support departments and external vendors. Ensure event plan is executed and any last-minute issues are promptly handled and addressed.
  • Deliver logistical support to events in the conference center, including performing walkthroughs, interpreting and addressing meeting requirements based on the conference schedule, setting up and changing meeting room configurations as needed.
  • Straighten and maintain rooms between meetings, maintain the professional appearance of the entire conference center at all times and setup amenities as required.
  • Greet guests at the start of each meeting, fulfill additional meeting planner requests and provide direct support service, including participating in pre-conference meetings and conducting phone or e-mail confirmations daily.
  • Daily use of software platforms associated with maintaining meeting room requests, tracking events, managing user profiles and daily report distribution. Communicates with team members and stakeholders frequently via email.
  • Communicate regularly with vendors providing event services support. Liaises with building management when submitting requests for building tenant event spaces on behalf of meeting planners.
  • Work directly with the program meeting planner and preferred caterer to ensure all standards and catering needs are met and provide recommendations as needed. Review catering orders for events on behalf of program meeting planner as needed, coordinate loading dock access with building management, verify accuracy of order upon arrival, reconcile monthly catering invoices.
  • Initiate outreach and engagement with stakeholders.
  • Assume additional responsibilities as assigned.

Principal Interactions:

  • The Meeting and Events Coordinator interacts routinely with Institute staff, visitors, internal supporting departments and external vendors.

Knowledge, Education and Experience:

  • Proven experience in meeting planning and conference techniques including logistic coordination, schedule management, food and beverage planning.
  • Experience utilizing resource management systems to communicate meeting logistics with multiple stakeholders, manage multiple conference room reservations and focus on the strategic assignment of meeting space to improve utilization.
  • Some college preferred with a minimum of two years related meeting service experience and/or training.
  • Possess a friendly disposition with an ability to cultivate stakeholder relationships and collaborate with team members. Possess a strong customer service background
  • Must be detail oriented with a high degree of professionalism and the ability to multi-task.
  • Ability to effectively communicate information in one-on-one and small group situations.
  • Ability to read, analyze, interpret and process common invoices/billing documents.
  • Ability to perform under pressure, solve meeting planner concerns while maintaining a professional demeanor.
  • Proficient in Microsoft Office Suite, specifically Outlook, Word and Excel.
  • Occasional evening and weekend overtime required.

Level of Authority:

  • Non-supervisory position
  • No budgetary authority

In your cover letter please address how your skills match the qualities and experience necessary for this position.

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.

Candidate must have the ability to work under pressure and handle stress. Candidate must also have the ability to meet the regular attendance policy of the Aspen Institute.

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