Aspen Institute-posted 3 months ago
$113,000 - $125,000/Yr
Full-time • Mid Level
Washington, DC
251-500 employees
Educational Services

The day-to-day duties for this position will include managing all of the multiple logistics and planning elements of four to six conferences annually in foreign countries, including ethics filings, contracts, meeting space, air travel and all requirements related to air travel, meals, and ground transportation in foreign cities. Operational duties will include overseeing all accounting needs of the program and other program-wide planning needs. This position reports directly to the Deputy Director. The salary range for this position is $113,000 - $125,000. In accordance with our Reimagining Work policy, the potential candidates should be willing to be in-person in our D.C. office with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance.

  • Travel as the primary conference organizer to 4-6 international congressional conferences each year. Each conference lasts 7-10 days.
  • Lead the design & implementation phases for each conference, based on the policy & educational priorities of the Congressional Program.
  • Work in collaboration with the entire Congressional Program team to help identify country/city conference locations & manage the overall look and feel of each conference.
  • Organize all conference-related logistics including identifying meeting spaces, organizing meals & security, and managing ground transportation services.
  • Lead liaison with contracted airline travel agent to secure air reservations for all conference participants.
  • Lead liaison with contracted hotel travel agent to secure rooming blocks for all conference participants.
  • Lead liaison with contracted visa procurement agency for obtaining travel visas when necessary.
  • Oversee insurance requirements and coverage for each conference.
  • Primary point of contact for all vendors for each conference, including contract management.
  • Assist program deputy director with site inspection visits and in-country advance work.
  • Work closely with program deputy director and program finance manager on creating and managing conference budgets.
  • Manage pre-travel and post-travel House and Senate ethics process ensuring the pre-travel forms are approved and filed by participating members.
  • Lead communicator for all travel participants including travel & contact details, ethics forms, conference updates, etc.
  • Lead the management and creation of conference notebook printed and digital.
  • Lead the management and creation of a conference mobile app that is utilized by each travel participant.
  • Work with contracted print companies to create the necessary printing for each conference.
  • Develop and maintain key relationships among congressional schedulers and members.
  • Bachelor's degree.
  • Minimum 7+ years of experience in conference planning.
  • Demonstrated experience managing multiple details for multiple conferences at once.
  • Strong multitasking skills, organizational skills, communication skills, attention to detail, and budgetary skills.
  • Flexibility and ability to work with a small team.
  • Ability to travel internationally a minimum of four to six times per year.
  • Be in Washington, DC, during peak conference preparation times.
  • Capitol Hill experience.
  • Health benefits.
  • Dental benefits.
  • Vision benefits.
  • Prescription benefits.
  • Retirement benefits.
  • Paid leave.
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