18 days old

Executive Assistant, Leadership Division

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 Leadership Division of the Aspen Institute builds off its 70-year history of developing leaders across generations and place to become more effective, values-based leaders. Today, the Division supports the life-long development of leaders through (1) its seminar offerings; (2) the Aspen Global Leadership Network; and (3) Weave: The Social Fabric Project. Values of the Division include: service, courage, humility, cura personalis, inclusion, transparency and collaboration.

Basic Function

The Executive Assistant is a critical position providing high-quality administrative support to the Executive Vice President of the Leadership Division and supporting the efficient operations of the Executive Vice President's Office and its team. The Executive Assistant (EA) is responsible for a wide range of administrative and executive support related tasks, and will be able to work independently with little or no supervision. She/he/they coordinates and liaises between the multiple programs and departments of the Leadership Division, as well as other departments within the Institute. The Executive Assistant serves as primary contact on external engagements of EVP and the Leadership Division teams.

Additional responsibilities will be to support the Vice President, AGLN until such time as the core team of the AGLN is re-staffed. The Executive Assistant will also work closely with the Chief of Staff of the division.

The Executive Assistant must demonstrate impeccable attention to detail, superior organizational skills, exceptional verbal and written communication skills, as well as the ability to flourish in a fast-paced environment. Critical thinking skills are essential, as is the ability to exercise good judgment in a variety of situations. The EA will anticipate challenges, integrate and translate across silos, and build strong internal relationships and institutional knowledge. A trusted colleague who can navigate issues with diplomacy and situational sensitivity, the EA will hold the utmost discretion, inside the office and out, about the knowledge and information held. All responsibilities are achieved via an unwavering focus on diversity, equity, and inclusion.

Essential Duties and Responsibilities

Executive Support:

  • Strategically and efficiently manage calendars and use of time for Executive Vice President to ensure the EVP's time is spent on organizational priorities;
  • Schedule and prioritize internal and external appointments, conferences, speaking engagements, and special events; maintain awareness re EVP external commitments;
  • Work closely with the Chief of Staff to manage snapshot of weekly, quarterly, and annual priorities and goals of the EVP;
  • Coordinate frequent, often complex travel arrangements with meticulous attention to detail, including drafting itineraries, and managing reservations;
  • Process expense reports of the EVP; approve expense reports for EVP's director reports;
  • Update and maintain contacts for EVP;
  • Liaise with EVP direct reports and other members across the Leadership Division to support strong cadence of check-ins/meetings; help others understand EVP calendar and availability.
  • Act as first point of contact for outside inquires. Handle written, telephone, and internet requests for information; draft, edit, and produce correspondence as required, including correspondence that is often confidential;
  • Provide administrative and logistical support for monthly staff meetings, annual gatherings, and in-office functions;
  • Responsible for note-taking for meetings and events, preparing and disseminating materials, following up on action items;
  • Support the development of annual budget for EVP Office; maintain up-to-date forecasts on expenditure;
  • Help prepare EVP and team for Board Meetings; serve as liaison to donors, Board of Trustees, and senior-level executives and partners; prepare materials for outreach and reports
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

Leadership Division Team Responsibilities:

  • Manage Division-wide calendars in Google Documents and Salesforce;
  • In coordination with Division Operations team, execute and provide support for team retreats, Advisory Council sessions and other group meetings, conferences and convenings;
  • Assist in the coordination of cross-cutting division efforts and special projects, as needed, such as Learning and Culture, People, Finance, Development, Systems, Communication, and Operations.
  • Prepare and submit invoices and reimbursement requests for third party vendors of the Executive Vice President Office, and liaise with accounting department to ensure timely payments;
  • Liaise with Institute's technology department to secure equipment, maintain inventory and ensure systems are running efficiently;
  • Work closely with Chief of Staff to help track job postings, interviewing, hiring and onboarding procedures, as well as engaging with any recruitment firms or temporary employees; review and complete Personal Action forms requiring EVP signature.
  • Track and update cross-Division documentation of key information and data systems, such as supervisory relationships, expense reporting approvals, budget authority, etc.
  • Liaise with Legal to track and process any relevant contracts, grants, insurance;
  • Assume additional responsibilities as needed to support the mission, vision and values of the Institute.
  • Integrate a diversity, equity, and inclusion lens in all essential duties and work responsibilities
  • Other duties as assigned.

Required Knowledge, Education and Experience:

  • Bachelor's degree required; at least seven years of experience in executive support, preferably in the nonprofit and/or private sectors, with a track record of effective management, accomplishment, and growth;
  • Experience with Microsoft Outlook (including managing multiple, complex calendars), Microsoft Excel (including creation and maintenance of complex spreadsheets); and Microsoft PowerPoint (including development of dynamic PowerPoint presentations); and Google Documents
  • Superior attention to detail and ability to manage multiple tasks; must be error-free
  • Professionalism with high standards, and maturity to hold confidential information
  • An outstanding listener
  • Experience with corporate or non-profit boards;
  • Excellent cultural competence and experience working directly with constituents from diverse racial, ethnic, socio-economic, and geographic backgrounds.
  • Experience establishing organizational systems to improve efficiency and functioning in a changing environment;
  • Strong customer service orientation: patience, listening, resourcefulness, responsiveness, and attention to detail;
  • Ability to work with diverse audiences and proven ability to effectively interface with senior-level executives;
  • Experience meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination;
  • A self-starter with strong ability to plan, organize and follow through with staff and a variety of constituencies;
  • Strong, demonstrable writing and editing skills;
  • Superior interpersonal skills, a polished and professional demeanor, great people skills and self-awareness;
  • Possesses self-awareness and knows one's own limitations. Candidate will have a keep knowledge of the Institute's organizational structure and can successfully determine where or how to find information;
  • A desire to learn, sense of humor, flexibility, and resourcefulness.


  • Mission oriented: Strong interest in the work and mission of the Aspen Institute and the ability to represent the Institute externally.
  • Service-driven: Ability to develop and maintain relationships across all levels of the organization and with a broad spectrum of stakeholders.
  • Strong task management and execution skills: Strategic, thoughtful, and resourceful, known for taking the initiative, and consistent with follow-through. Able to share information, coordinate effectively, and execute responsibilities while working seamlessly across teams.
  • Flexible: Adaptable to change and shifting gears easily. Comfortable working in a fluid environment and capable of making adjustments in both day-to-day and larger-scale activities based on new information and situations.
  • Judgment: Able to make decisions with the data available; yet, at the same time, able to understand when it is necessary to have help or insights in advance of making a decision. Know when to ask for help and determine when to ask for direction.
  • Ability to hold anything in confidence: Holds the utmost discretion, inside the office and out, about the knowledge and information held. The EVP must be able to trust the EA implicitly.

Level of Authority

  • Non-supervisory position
  • No budget authority

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, Leadership Division

The Aspen Institute
Washington, DC 20037

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