28 days old

Events and Programming Coordinator

The Aspen Institute
Washington, DC 20037
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  • Job Code
    152248548

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.

Program Description:

The Society of Fellows (SOF) is a national community of Aspen Institute supporters who actively participate in Aspen Institute programs, act as advocates and ambassadors, and help financially sustain the Institute's work. Founded in 1964, the Society of Fellows has more than 1,700 members nationally who share a passion for the Aspen Institute and provide important unrestricted financial support. In thanks for their generous support, SOF members have access to over 50 member-exclusive events every year in Aspen, Los Angeles, New York City, Palm Beach, San Francisco, and Washington, DC. The Society of Fellows team is an eight-person team within the Office of Institutional Advancement. The SOF team engages Society of Fellows members to secure support that furthers the mission and all the work of the Aspen Institute.

Basic Function: The Events and Programming Coordinator for the Society of Fellows (SOF) is a key player in the SOF team responsible for planning and executing over twenty-five SOF events annually. The coordinator will travel to New York City, Miami, and Palm Beach for events, as well as occasional travel to other parts of the country. In addition to event planning and logistics, this coordinator will research speakers and unique content ideas for events. This position reports to the East Regional Director of the Society of Fellows.

Essential Duties and Responsibilities:

  • Event Planning and Execution: Plan and execute SOF programs, including securing venues, drafting staffing plans and runs-of-show, overseeing registration process, tracking attendance lists, generating nametags, drafting and sending event invitations, vendor management (catering, rentals, dcor, audio/video recording management, photography, valet, security, etc.), adherence to budget, invoice tracking and payment, staffing, NPSP page set up, backend Zoom logistics for virtual programs, and post-event follow up.
  • Programming: Supporting role in coordinating overall balance of content for 50+ programs each year including researching and maintaining an active list of speakers and topics, managing speaker communications, booking speaker travel, preparing readings and background materials, and ensuring dynamic and unique programmatic offerings.
  • Special Projects Support: Coordinate special projects or programs as directed by East Regional Director.
  • Billing Support: Submitting requests for payment and processing payment requests in a timely manner.
  • Database and Software User: Assist with data entry, data cleanup, and producing basic reports, including event registrant lists using Non-Profit Success Pack (NPSP) in Salesforce.
  • General Administrative Assistance: Support the SOF team with mailings, calendaring, scheduling, website updates, member portal, and other administrative tasks.

Principal Interactions:

Interacts routinely with the SOF team, the Office of Institutional Advancement department, and Aspen Institute employees at large; SOF members and Aspen Institute trustees; high-profile thought leaders and experts in a variety of fields.

Knowledge, Education, and Experience:

  • Bachelor's degree preferred.
  • At least 2 years of professional experience in non-profit event planning and content programming.
  • Heightened sense of creativity, ability to innovate, think outside of the box, and be forward-thinking in approach to programming and problem-solving.
  • Deliverables-focused professional who can work comfortably in a fast-paced, collaborative environment. Able to work effectively with various team members on multiple projects at once.
  • Highly detail-oriented and organized with the ability to manage various deadlines.
  • Passionate interest in current events, cultural trends, and ideas related to The Aspen Institute's work and mission.
  • Strong ability to quickly master the CRM database and project management software. Salesforce experience preferred.
  • Keen sense of personal integrity and discretion with handling sensitive information.
  • Excellent interpersonal skills and experience working with high-level colleagues and donors. Ability to represent The Aspen Institute to donors in a positive, knowledgeable, and professional manner.
  • Exemplary customer service skills when interacting with donors or other external parties.
  • Excellent administrative skills with effective management of time in a deadline-intensive environment.
  • Excellent writing and editing skills for effective communications with event speakers.

Level of Authority:

  • No supervisory authority.
  • No budgetary authority.

Note:

  • Opportunity to build development and event production skills from an experienced team.
  • Involves some travel for training, meetings, and events.

Submission Requirements:

  • All applicants must submit a cover letter and application. The cover letter should include how your past experience, both professionally and personally, makes you qualified for this position. The cover letter should not be a summary of your resume.
  • Candidates must have authorization to work in the United States for all employers.

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.





PI152248548

Posted: 2021-11-01 Expires: 2021-12-03

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Events and Programming Coordinator

The Aspen Institute
Washington, DC 20037

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