16 days old

Executive Assistant, College Excellence Program

The Aspen Institute
Washington, DC 20037
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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 College Excellence Program (CEP) aims to identify and replicate practices and policies that significantly improve college student outcomes. Through the Aspen Prize for Community College Excellence, the Aspen Presidential Fellowship for Community College Excellence, the American Talent Initiative, and other highly visible national projects, the College Excellence Program works to improve colleges' capacity to achieve high levels of success for all students, and to eliminate disparities in postsecondary attainment and social mobility for students from low-income backgrounds and historically marginalized and underserved groups. Our work focuses on improving higher education in five areas: ensuring high-quality learning, increasing completion rates, improving community college transfer and baccalaureate attainment, increasing post-college employment and earnings outcomes, and achieving equity in outcomes across all domains. Learn more about our work at https://highered.aspeninstitute.org/

The College Excellence Program staff is a diverse team of driven and energetic professionals who share a commitment to increasing student success in higher education. We are motivated by the power of education to change lives, and we work hard to have measurable impact while also pushing ourselves to learn constantly, collaborate and innovate, and take joy from our work. The Aspen Institute's DC headquarters provides a vibrant setting in which to pursue these goals, and we benefit from a rich array of expert panels, discussion groups, and lectures that occur throughout the year.

Essential Duties and Responsibilities

Scheduling and Travel:

  • Manage calendar, schedule, and follow-up for the Director of CEP's bachelor's attainment portfolio; proactively schedule and prioritize internal and external meetings, calls, appointments, conferences, speaking engagements, and special events to maximize the Director's time

  • Coordinate scheduling and logistics for internal and external meetings/calls for the Director using Outlook calendar:

    • Book and confirm meeting times, participants, and locations, including logistical details for virtual engagements

    • Build prep time, work time, and follow-up time into calendar to ensure schedule reflects the Director's priorities

    • Work with internal staff to coordinate across schedules and programmatic activities

  • Book and confirm travel (flights, lodging, ground transportation) for the director with meticulous attention to detail and careful planning for most effective use of time (e.g., itineraries, reservations, appointments, etc.)

  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion

Executive Administrative & Communications Support:

  • Help track, organize, and manage the Director's competing priorities and internal and external requests for time to ensure that time and attention are focused most effectively

    • Serve as the main point of contact for the Director, receiving and tracking requests from internal and external constituents and organizing information flow in/out of Director office

    • Prioritize the Director's evolving list of responsibilities and requests against organization-wide and team-wide goals and deadlines

    • Ensure Director's schedule reflects most current project prioritization and meets needs for personnel management time

  • Track, reconcile, and submit expense reports for the Director

  • Anticipate and respond to the Director's needs relative to upcoming meetings and events; work with project team members to coordinate appropriate resources (e.g., personnel, financial)

  • Take notes for meetings and events and prepare and disseminate follow-up materials

  • Support the Director for important meetings, including conducting research, preparing background and briefing materials, and taking notes

  • Build and maintain strong relationships with external constituents (funders, college and organizational leaders, policy experts, organizational partners, assistants, etc.), as well as Aspen Institute leadership and departmental colleagues

  • Provide administrative and logistical support for special events, staff meetings, and office functions

Program Support

With the support of members of the Director's project teams, the executive assistant will:

  • Manage and process the project teams' major contracts and subawards; serving as the primary liaison between the CEP operations, Aspen Institute legal, and accounts payable teams.

  • Manage event reimbursement, honoraria, and vendor processes

  • Tracking event registration and reporting

  • Support team with collecting, organizing, and producing meeting and presentation materials, publication inventory, printing, shipping, and copying as necessary

  • Manage the project teams' subscriptions and shared accounts

  • Liaise with administrative teams (building services, catering services, IT, conference services, etc.) to ensure seamless execution of meetings and events

Desired Knowledge, Education, and Experience

  • Five or more years of experience in a related field

  • Bachelor's degree desired or commensurate experience

  • Extremely strong organizational skills and orientation; successful experience in executive support, office management, fundraising, and/or operations

  • Strategic, thoughtful, and resourceful; known for taking the initiative, and consistent with follow-through

  • Strong customer service orientation: patience, listening, resourcefulness, responsiveness, attention to detail

  • Ability to multi-task and balance competing timelines

  • Comfort with ambiguity and ability to respond adeptly to rapidly changing priorities

  • Comfort with working under pressure and tight deadlines in a fast-paced environment

  • An unwavering commitment to producing high-quality work product and values processes, relationships equally to results

  • Excellent oral and written communication skills, demonstrated with internal and external partners

  • Enthusiasm about accomplishing administrative tasks that support program priorities

  • Expert using Google Suite, Microsoft Outlook, Word, PowerPoint, and Excel; experience with digital communication and project management platforms (e.g., Mailchimp, Zoom, Basecamp, etc.)

What it's like to work with CEP

More information about our hiring practices: https://highered.aspeninstitute.org/how-we-hire/

  1. Systems change: We are working to change the field of higher education by conducting research; translating the research into curriculum, reports, and other products; and delivering this content in targeted ways to multiple audiences, including college presidents and other institutional leaders.

  2. Entrepreneurial approach: We pride ourselves on being entrepreneurial so that our work can reflect the changing nature of the field, and we can nimbly respond to trends and funding opportunities. People who focused on mission, are comfortable with multiple means to achieving mission, and are excited by seeing progress in the field typically do well at CEP.

  3. Team culture: Our team is top-notch, and we work to treat people well. Our team members are dedicated to seeing meaningful change in higher education and are smart, collaborative, and do what it takes to get the job done. We are committed to the growth and development of our team members, and we deeply value diversity in our team to enrich our work and enable us to develop creative, inclusive strategies aligned to the needs of the diverse colleges and leaders we support.

To learn more about how we hire at CEP the generous health, retirement, and other benefits offered by the Aspen Institute, please visit our website.

All applicants must submit the following to be considered for the position:

  1. A cover letter. CEP prefers cover letters that describe what motivates you and how you understand and relate to our mission, rather than a narrative version of your resume. Applications without a cover letter will not be considered.

  2. Resume/CV.

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.


Jobs Rated Reports for Executive Assistant

Posted: 2021-11-15 Expires: 2021-12-17

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Executive Assistant, College Excellence Program

The Aspen Institute
Washington, DC 20037

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