Program Coordinator, Technology Leaders Initiative

Aspen Institute • Washington, DC

40d • $52,000 - $66,000 • Hybrid

About The Position

The Aspen Institute seeks a highly organized and detail-oriented Program Coordinator to support the Technology Leaders Initiative. The Program Coordinator role is an opportunity to join the founding team of a growing initiative poised to make a significant impact on the global technology ecosystem. A strong self-starter, the candidate must be highly organized and detail-oriented in program and event execution. The ideal candidate has a keen interest in AI and frontier technology with an understanding that developing expertise in the space will fuel strategic growth opportunities as the role and team expands. This role will also dedicate 20% of working time towards events operations support for the Resnick Aspen Action Forum, an annual gathering of 500+ Aspen Global Leadership Network Fellows in July in Aspen. This position reports to the Managing Director. This is a full-time position with a salary range of $52,000 - $66,000 a year. This position is located at the Aspen Institutes Washington, D.C. office, with the expectation to work from the office at least 40% of the time.

Requirements

• Bachelors degree and minimum of 1-3 years prior experience in a logistics / operations role required.
• Excellent logistical and organizational skills.
• Ability to work with and respect people of different cultures, viewpoints and religions, and use great discretion in sharing personal positions.
• Excellent professionalism.
• Attention to detail.
• Flexibility and good humor.
• Excellent oral and written communication skills.
• Competency with Microsoft Office programs such as Excel required
• This position requires frequent travel (approximately 40% of time).
• Must be legally authorized to work in the United States.

Nice To Haves

• Experience with Salesforce and Concur preferred.

Responsibilities

• Manage a robust year-round events program outside of seminars including partner events, inter-Aspen events and alumni events.
• Run logistics for multiple events per quarter including venue sourcing, F&B, attendee communication and run-of-show/onsite staffing.
• Lead stakeholder engagement and follow-up, ensuring a positive partner and alumni experience.
• Manage all attendee outreach, communication and follow-up.
• Dedicate 20% of working time to events operations and TLI community integration into the Resnick Aspen Action Forum.
• Coordinate logistics surrounding the nomination and selection process of each new class of Fellows, involving outgoing email blasts, careful tracking of databases of contact information, creation of online forms, and more.
• Help prepare materials including bios and background materials on candidates and set up interviews for selection committee members.
• Prepare and send letters to nominees and their nominators informing them of the outcome of the selection process. Convey to those selected the requirements of the fellowship and secure all signed agreements from Fellows.
• Lead the planning and execution, including on-site staffing, of 2+ global seminars annually, each lasting 4 to 6 days each, for a cohort of 20 senior leaders.
• Build project plans, tracking milestone achievement, and proactively identifying and addressing potential obstacles.
• Coordinate complex logistical arrangements, including selecting and securing a conference venue, planning meals and conference logistics, supporting coordination of participant travel, booking accommodations, and organizing transportation and special activities.
• Oversee the end-to-end materials production process, ranging from seminar readings to on-site materials.
• Provide clear and timely communication to Fellows and moderators, including logistics emails and materials in advance of each seminar and alumni engagement in between gatherings.
• Develop and maintain comprehensive documentation of project workflows, seminar evaluation, and lessons learned.
• Implement effective project management tools and technologies to enhance efficiency and transparency.
• Manage all event and seminar-related expenses and program budget tracking to ensure financial alignment with planning expectations.
• Process invoices, expenses, reimbursements, etc. to ensure vendors, moderators, and others receive payment/reimbursements in a timely manner after seminars.
• Maintain financial records and receipts for TLI Seminars and events expenses.
• Schedule all internal and partner meetings and manage follow-up, ensuring seamless communication in support of the programs growth.
• Support program data management, including Salesforce and other platforms, to track nominees, Fellows and alumni through their journey with the Aspen Institute.
• Periodic research and technology ecosystem mapping projects.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 251-500 employees