Program Associate - Operations
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 Economic Strategy Group:
The Aspen Economic Strategy Group (AESG), a program of the Aspen Institute, is composed of a diverse, bipartisan group of distinguished leaders and thinkers with the goal of promoting evidence-based solutions to significant U.S. economic challenges. Co-chaired by Henry M. Paulson, Jr. and Timothy F. Geithner, the AESG fosters the exchange of economic policy ideas and seeks to clarify the lines of debate on emerging economic issues while promoting bipartisan relationship-building among current and future generations of policy leaders in Washington.
The Aspen Economic Strategy Group is seeking a Program Associate for Operations to support the day-to-day operations of the AESG. This position will play an integral role in managing the program's operational and administrative functions while also interfacing between the AESG and the Aspen Institute's central services, such as communications, finance, conference services, and IT. This position is ideal for a candidate interested in pursuing a career in non-profit management and provides a unique opportunity to work within both a small, entrepreneurial program and a large, multifaceted non-profit institution. The ideal candidate has experience working in an administrative role with high-level principals, succeeds in managing a variety of tasks, and has superb organizational skills. This individual must be flexible, excel in self-driven tasks, and have a demonstrated ability to thrive and adapt under pressure, preferably with a sense of humor.
Essential Duties and Responsibilities:
The Program Associate for Operations will be responsible for supporting the day-to-day operations of the program under the direction of the deputy director. The core responsibilities will include managing meeting scheduling, tracking and processing program expenses, managing invoices and accounts payable, maintaining program contacts database, assisting with the execution of virtual and in-person meetings, and maintaining aspects of the program website and other web-related services. The Program Associate will also help to shepherd ad-hoc projects that arise throughout the year.
Operations, Administration, and Scheduling (40%)
- Organize and schedule program-related calls and meetings among program staff and principals (co-chairs, members, and/or commissioned authors);
- Serve as primary program liaison with Aspen central services (including financial services, accounting, risk management, legal, and information technology) distilling relevant information for program and communicating with team;
- In coordination with deputy director, facilitate Due Diligence review of vendor contracts and ensure on-time payment of invoices;
- Manage room reservations and office space use at Aspen Institute Washington DC offices.
Finance, Budgeting, and Accounts Payable (30%)
- Manage, submit, and track vendor payments, ensuring they are paid in a timely manner
- Track and reconcile monthly program credit card expenses
- Facilitate principals' expense reimbursements
- Track program contributions and draft donor acknowledgements
Project Management (20%)
- Manage program contact databases for internal and external communications
- Maintain up-to-date biographies for members and authors on AESG website
- Update AESG website (WordPress) and liaise with contractors to support site maintenance
Meetings Support (10%, varies throughout the year)
- Under direction of senior meeting planner and deputy director, support meeting operations, including a willingness and flexibility to perform a variety of support roles and tasks as needed
- Liaise with Aspen conference services and IT to coordinate office space, room reservations, and facilitate in-person and virtual meetings
Education, Experience, and Skills:
- B.A. or Associates degree required
- Relevant professional experience (ideally 3-8 years)
- Candidates with executive-level scheduling experience looking to expand into a broader operations role will be given priority consideration
- Experience working with principals and their staff, such as senior business executives or elected officials
The ideal candidate will have the following attributes:
- Strong written and verbal communication skills
- Ability to handle sensitive information with discretion
- Organized and detail-oriented
- Adept at meeting deadlines and exhibiting grace under pressure
- Ability to handle multiple tasks, shift priorities quickly, and adapt to a changing environment
- Strong orientation towards collaboration and problem-solving in a small team environment, including the ability to flex between different types of administrative tasks as needed
- A passion for establishing organizational systems to improve efficiency and functioning in a changing environment
- Knack for learning and mastering cloud-based software platforms that support communications and organization, including Zoom, Mailchimp, and various database applications
- A desire to learn, a 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.