Administrative & Executive Coordinator - The Aspen Institute

ABOUT US

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.

Stevens Initiative

The Stevens Initiative is an international leader in virtual exchange, which brings young people from diverse places together to collaborate and connect through everyday technology. Created in 2015 as a lasting tribute to Ambassador J. Christopher Stevens, the Initiative invests in virtual exchange programs between the U.S. and the Middle East and North Africa (MENA); shares research, resources, and promising practices to improve impact; and advocates for broader adoption. Through its 91 grants, the Stevens Initiative will expand its reach by summer 2023 to nearly 75,000 young people in 17 MENA countries and the Palestinian Territories, and in 49 U.S. states, Puerto Rico, five tribal communities, the U.S. Virgin Islands, and Washington, D.C.

ABOUT THIS ROLE

The Administrative & Executive Coordinator supports the Executive Director by ensuring effective preparation, organization, and execution of day-to-day activities. These responsibilities will include assisting with email correspondence, calendar management, helping to manage relationships with constituents and other stakeholders, processing financial transactions, and supporting other aspects of the program’s work, as needed. Additionally, the role involves performing basic office-wide administrative functions, such as scheduling standing meetings and conference room bookings, managing supply orders liaising with Aspen Institute central service units, and supporting timebound projects as assigned.

The salary range for this position is $55,000 - $60,000. This position reports directly to the Executive Director. This role is based in Washington, DC, with a hybrid work arrangement (2+ days a week in the office).

WHAT YOU WILL DO

Executive Function Support (80%)

• Oversees and coordinates the Executive Director’s calendar, travel, and meetings with internal and external stakeholders.

• Responds to communications on behalf of the Executive Director, managing follow-up on key topics and priorities.

• Manages all aspects of meeting logistics, including scheduling, reminders, and preparation of materials.

• Prepares the Executive Director for meetings and events, working with the External Affairs team on briefings, follow-up actions, and note-taking.

• Plans and organizes travel itineraries, including accommodations and related meetings and appointments.

• Reconciles and submits monthly expense reports on behalf of the Executive Director and coordinates with Stevens Initiative operational staff to complete timely payments to vendors and contractors.

• May act as the first point of contact for outside inquiries.

• Manage virtual and in-person meeting logistics, including set up of zoom rooms and room booking.

Office Management (10%)

• Assists staff with basic workplace services, such as printing, mailing, and supply orders.

• Provides basic monitoring and maintenance of the program’s shared file/folder system to keep it clean and organized.

General Program Support (10%)

• Works closely with Global Programs, External Affairs, and Operations staff assisting with special projects as assigned.

• During periods of intense grant reporting, may be asked to support Global Programs and Operations teams by providing frontline review of grantee reports, commensurate with training and experience.

WHAT YOU WILL NEED TO THRIVE

• Associate or Bachelor's degree required and 2 years of relevant experience

• Demonstrated experience using Salesforce or other constituent management software

• Competence and comfort with technology hardware and software including Outlook, Excel, PowerPoint, Salesforce, Google Docs, Zoom, etc.

• Experience managing corporate credit card and expense reporting

• Solutions-focused thinker with a positive, can-do attitude

• Strong writing and editing skills

• Strong ability to help others be organized and efficient

• Experience supporting multiple projects at the same time

• Helps others deliver strong results through proactive collaboration

• Keeps current with best practices in the field of executive administration and continually builds technical and/or substantive expertise

• Can produce solid first drafts of concise written products, and proactively seek and incorporate feedback effectively

• Embraces change as an opportunity for growth and learning

• Often thinks about ways to perform duties more effectively

ADDITIONAL INFORMATION

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

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.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.