Program Coordinator
About the Company
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.
The Aspen Strategy Group’s mission is to convene decision makers in resolutely non-partisan public and private forums to address key foreign policy challenges facing the United States. The ASG organizes its annual Summer Workshop, hosts Track II dialogues, and presents the annual Aspen Security Forum where domestic and foreign government officials, business executives, leading academics, and noted journalists convene for three and a half days to discuss solutions to the most pressing national security and foreign policy challenges of our time. As a part of the Aspen Strategy Group’s commitment to cultivating the next generation of leaders in national security and foreign policy, the third pillar of its work is the Rising Leaders Program for young professionals.
About the Job
The Program Coordinator is a critical full-time position that will provide high-quality administrative and programmatic support for the ASG across all its efforts and convenings. Their portfolio will have a particular focus on the public pillar of our work—the Aspen Security Forum. The ideal candidate is a multi-talented, early-career professional who is interested in and knowledgeable about U.S. foreign policy, national security, and international affairs; has a passion for handling a wide range of administrative, logistical, communications, and operational tasks; is creative, enterprising, and eager to learn on the job; is excited about balancing multiple, often simultaneous, activities; and has high standards for the quality of their work.
Qualified candidates must demonstrate impeccable attention to detail, exceptional verbal and written communication skills, superior organizational skills, and the ability to flourish on a small, dynamic, and fast-paced team. Critical thinking skills are also essential, as is the ability to exercise excellent judgment in a variety of situations. A proactive, positive, can-do attitude will be key to success. This role will report to the Director of the ASG.
Responsibilities
Administrative and Communications Support
Schedule and coordinate team and external meetings
Responsible for notetaking for meetings and events, preparing and disseminating materials, and following up on action items
Strong writing skills to draft, proofread, and finalize complex email correspondence and formal documents for speakers, participants and other stakeholders (ex. invitations, memos, e-newsletters, publication announcements, thank you notes, etc.)
Ability to work and communicate with high-level and diverse stakeholders and audiences
Maintain, adapt, and use computer programs for tracking mailing lists and databases while ensuring quality control of data
Administrative support for our corporate and foundation sponsors, including legal contracts and invoicing process management
Conduct general research to support programming, events, and fundraising
Maintain organized electronic filing systems
Process invoices, expenses, reimbursements, payment for services, contracts, etc. while ensuring correct coding/billing information and processes are followed
Work with internal legal, risk, and finance departments, with a special focus on ensuring legal contracts are correctly handled and all internal protocols are tracked
Assist with production and dissemination process for publications and print materials, including coordination with internal and external graphics designers and printing companies
Participate in program reviews and planning processes
Other duties as assigned
Events Support
Serve as a primary point of contact for hosts, vendors, and venues
Assist with logistical elements and execution of private sponsor events
Create, maintain, and update detailed event tracking lists and timelines with meticulous attention to detail
Assist in researching, identifying, and communicating with high-profile speakers for events
Provide logistical support for programs, forums, roundtables, and other convenings, such as communicating with vendors, managing event production and setup details
Qualifications
Bachelor’s degree in foreign policy or related field required
1-2 years of professional experience preferred
Superior attention to detail and ability to manage multiple tasks
A desire to learn, sense of humor, flexibility, and resourcefulness
Strong interest in and passion for foreign policy, national security, and international relations
Project management experience
Excellent computer skills required, specifically, expertise with: Microsoft Office products. Proficiency using X/Twitter, iContact, Wufoo, contact databases, Canva/graphic design software, and/or website maintenance experience preferred
Experience meeting deadlines while balancing multiple projects
Strong, demonstrable writing and communication skills
Creative problem-solving skills and professional and polished interpersonal skills
