Position Title: Program Associate/ Executive Assistant
Program/Dept. Leadership and Seminar Programs
Position Location: Washington, DC
Reports To: Executive Vice President, Leadership and Seminar Programs
FLSA Status: Exempt
The Aspen Institute Mission
The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Maryland’s Eastern Shore. It also maintains offices in New York City and has an international network of partners.
Assist the Executive Vice President, Leadership and Seminar Programs and the Vice President/Deputy Director Leadership Programs to ensure the smooth and successful operation of the Institute’s global leadership and US seminar programs. The Program Associate/Executive Assistant joins a small team dedicated to delivering services to members of the Aspen Global Leadership Network (AGLN).
Essential Duties and Responsibilities:
Executive Assistant Duties
Serve as first point of contact for EVP.
Prepare agendas, minutes, and action items for periodic team meetings; take concise notes at meetings and share action items in a timely fashion with event participants.
Maintain EVP calendar.
Manage EVP meetings in Washington, DC, including securing conference rooms as needed.
Book travel and all travel logistics, including arranging visas, for EVP.
Prepare detailed travel agendas—hard copy and in electronic calendar, including reservation numbers, contact information, price.
Manage phone calls when EVP is traveling.
Prepare assorted correspondence for EVP; send emails on behalf of EVP.
Prepare EVP monthly expense reports.
Act as liaison to Seminars team for EVP as well as to other EVP programs.
Other tasks as assigned.
Aspen Global Leadership Network (AGLN) Governance and Administration
Manage AGLN calendar of events and global calendars.
Help to maintain the Knowledge Platform as needed.
House and track partner contracts, agreements, and checklists and work with VP to ensure that they are current and meeting obligations.
Coordinate assorted meetings and events (e.g. annual AGLN Advisory Council meeting) including budgets, contracts and participant/facilitator travel and needs on location.
Coordinate and attend “mixer” Globalization seminars, as assigned.
Maintain physical and digital library of seminar readings; coordinate with Seminars curriculum manager as necessary.
Bind, mail, and confirm receipt of readings to initiative directors and moderators prior to each seminar.
As needed, write visa request letters for Fellows, moderators, etc.
As needed, work with Accounting to ensure travel costs are invoiced and reimbursed.
Other tasks as assigned.
AGLN Moderator Liaison
Serve as main point of contact for AGLN moderator corps.
Work with senior moderator to finalize seminar readings for agendas; track agenda changes and decisions; track readings each moderator moderates at each seminar.
Manage moderator assignments for “mixer” Globalization seminars.
Manage, coordinate, and attend annual moderator workshop – negotiate hotel contract and act as main on-site point of contact, prepare agenda and readings, ground transportation, and all logistics related to workshop.
Track moderator trainees’ fulfillment of training requirements, monitor progression, and graduation to full moderator.
Schedule and slot moderators for the different seminars and events taking place.
Draft, secure, and maintain annual moderator contracts.
Manage Evernote Readings and Notes database access for moderators.
Manage Evernote and Outlook Calendars of moderator assignments.
Maintain a list of items for curriculum committee to consider.
Executive Vice President, Director of Seminars, and VP/Deputy Director of Leadership Initiatives
Trustees and Senior Staff of the Institute, overseas partners, visitors and Aspen Meadows and Wye staff
Seminar moderators, Fellows, and special guests
High-profile speakers and special conference attendees
Aspen Institute finance team
Travel required as often as up to five times per year, including internationally
Knowledge, Education and Experience:
At least two years’ experience in an office environment;
Strong interest in the work and mission of the Aspen Institute and the ability to represent the organization externally;
Proficiency with Microsoft Office Suite;
Proficiency with databases and information management systems;
Comfortable with the Internet and virtual communication techniques;
Excellent interpersonal skills, energy, and initiative;
Excellent communication, organizational and writing skills;
Ability to handle multiple tasks with detail and precision;
Ability to work well independently and as part of a team.
All interested applicants must submit a cover letter and resume in the Apply Section below. Resumes without cover letters will not be considered. If you are having difficulties with the uploading portion of the application process please try using the escape key to exit the screen. Your document should safely upload.
For technical difficulties during the application process please contact the Applicant Support Team at 1866-927-2472.
No phone calls or emails please.
The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws
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