30 days old

Program Assistant

The Aspen Institute
Washington, DC 20037
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  • Job Code
    152289187

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.

Aspen Digital:

Aspen Digital empowers policymakers, civic organizations, companies, and the public to be responsible stewards of technology and media in the service of an informed, just, and equitable world. We shine a light on urgent global issues across the information ecosystem, cybersecurity, tech policy, emerging technology, urban innovation, and the industry talent pipeline. Our initiatives then turn ideas to action and develop human solutions to these digital challenges. Aspen Digital is a program of the Aspen Institute, a global nonprofit organization committed to realizing a free, just, and equitable society.

Basic Function:

The Program Assistant is a critical position that will provide high-quality support to the team. The ideal candidate is a multi-talented, early career- professional who is fascinated by the the changing dynamics of tech, media, and democracy; has a passion for handling a wide range of communications, operational, and logistical tasks; is creative and eager to learn on the job; is excited about balancing multiple, often simultaneous, activities; and has extremely high standards for the quality of his/her/their work.

The role is a good fit for candidates seeking to learn more about the information and tech ecosystem; experience in the wide range of skills and capabilities needed to manage and operate a quickly growing organization and to learn more about the digital and tech policy space. The Program Assistant will work closely with the Aspen Digital team and will benefit from close mentorship from Aspen Digital and Aspen Digital leadership. She/he/they will also attend many of Aspen Digital programs, giving them exposure to critical skills in policy and nonprofit management, and the opportunity to hear from fascinating guest speakers and industry and civil society leaders.

Qualified candidates must demonstrate impeccable attention to detail, exceptional verbal and written communication skills, superior organizational skills, and the ability to flourish in a fast-paced environment. Critical thinking skills are also essential, as is the ability to exercise good judgment in a variety of situations.

Salary is commensurate with experience.

Essential Duties and Responsibilities:

Events Support (40%)

  • Assist in identifying, reaching out to, and communicating with high-profile speakers for Aspen Digital events;

  • Provide logistical support for programs, forums, roundtables, and other convenings, such as leading back-end Zoom webinar settings or leading in-person event setup;

  • Research, assemble, and distribute background meeting materials;

  • Create, maintain, and update event tracking lists; and

  • Schedule complex meetings.

Program Support (40%)

  • Maintain organized electronic filing systems;

  • Maintain a contacts database and quality control of data entered by other staff;

  • Process invoices, expenses, reimbursements, payment for services, etc.;

  • Take notes in stakeholder meetings and disseminate follow-up materials;

  • Conduct general research to support programming as needed;

  • Develop dynamic Google Slides or PowerPoint presentations for Aspen Digital training programs and other engagements;

  • Serve as the first point of contact for outside inquiries. Handle written, telephone, and web requests for information;

  • Manage relationships with external contractors and vendors, ensuring they complete work and are paid on time; and

  • Identify opportunities to improve the quality and efficiency of the program and implement improvements as directed.

Executive Director Support (20%)

  • Coordinate the scheduling of virtual and in-person meetings. Arrange and reserve conference rooms; catering, audio/video and other essential services as needed for meetings;

  • Coordinate travel arrangements and create expense reports in a timely manner;

  • Manage daily calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes; and

  • Draft, proofread, and finalize complex correspondence and documents.

Knowledge, Education and Experience:

  • Bachelor's degree required;

  • Strong interest in and passion for technology and media in the interest of society;

  • Project management experience,

  • Superior attention to detail and ability to manage multiple tasks;

  • Excellent computer skills required, specifically, expertise with: Microsoft Office and Google Workspace products. Airtable and graphic design software experience preferred;

  • Ability to work with diverse audiences and effectively interface with senior-level executives;

  • Experience meeting deadlines while balancing multiple projects, and preferred experience with calendar management, travel arrangements, and event planning coordination;

  • Strong, demonstrable writing and editing skills;

  • Creative problem-solving skills and professional and polished interpersonal skills; and

  • A desire to learn, sense of humor, flexibility, and resourcefulness.

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.





PI152289187

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

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Program Assistant

The Aspen Institute
Washington, DC 20037

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