Program Assistant, Aspen Strategy Group - The Aspen Institute

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.

Program Description:

The Aspen Strategy Group’s mission is to convene decision makers in resolutely non-partisan public and private forums to address key foreign policy challenges facing the United States. The ASG organizes its annual Summer Workshop, hosts Track II dialogues, and presents the annual Aspen Security Forum where domestic and foreign government officials, business executives, leading academics, and noted journalists convene for three and a half days to discuss solutions to the most pressing national security and foreign policy challenges of our time. As a part of the Aspen Strategy Group’s commitment to cultivating the next generation of leaders in national security and foreign policy, the third pillar of its work is the Rising Leaders Program for young professionals.

Basic Function

The Program Assistant is a critical position that will provide high-quality support for the ASG across all its efforts and convenings. Their portfolio will have a particular focus on the public pillar of our work – the Aspen Security Forum. The ideal candidate is a multi-talented, early-career professional who is interested in and knowledgeable about U.S. foreign policy, national security, and international affairs; has a passion for handling a wide range of administrative, logistical, communications, and operational tasks; is creative, enterprising, and eager to learn on the job; is excited about balancing multiple, often simultaneous, activities; and has extremely high standards for the quality of their work.

Qualified candidates must demonstrate impeccable attention to detail, exceptional verbal and written communication skills, superior organizational skills, and the ability to flourish on a small, dynamic, and fast-paced team. Critical thinking skills are also essential, as is the ability to exercise good judgment in a variety of situations.

This position reports directly to the Director. The salary for this position is $50,000 - $53,000. The expectation is for this role to be in our D.C. office a minimum of 2x a week to collaborate with colleagues.

Essential Duties and Responsibilities

Administrative and Communications Support

• Strong writing skills to draft, proofread, and finalize complex email correspondence and formal documents for speakers, participants, and other stakeholders (ex. invitations, memos, e-newsletters, publication announcements, thank you notes, etc.).
• Ability to work and communicate with high-level and diverse stakeholders and audiences.
• Maintain, adapt, and use computer programs for tracking mailing lists and databases while ensuring quality control of data.
• Conduct general research to support programming, events, and fundraising.

• Schedule and coordinate team and external meetings.
• Responsible for notetaking for meetings and events, preparing and disseminating materials, and following up on action items.
• Maintain organized electronic filing systems.
• Process invoices, expenses, reimbursements, payment for services, etc. while ensuring correct coding/billing information and processes are followed.
• Work with internal legal, risk, and finance departments, with a special focus on ensuring legal contracts are correctly handled and all internal protocols are tracked.
• Assist with production and dissemination process for publications and print materials, including coordination with internal and external graphic designers and printing companies.
• Develop dynamic slides or PowerPoint presentations as needed.
• Participate in program reviews and planning processes.
• Other duties as assigned.

Events Support

• Assist in researching, identifying, and communicating with high-profile speakers for events.
• Provide logistical support for programs, forums, roundtables, and other convenings, such as communicating with vendors and managing event production and setup details.
• Create, maintain, and update event tracking lists and timelines.
• Serve as a primary point of contact for hosts, vendors, and venues.
• Assist with logistical elements and execution of private sponsor events.

Knowledge, Education, and Experience

• Bachelor’s degree in foreign policy or related field required.
• Superior attention to detail and ability to manage multiple tasks.
• A desire to learn, sense of humor, flexibility, and resourcefulness.
• Strong interest in and passion for foreign policy, national security, and international relations.
• Project management experience.
• Excellent computer skills required, specifically, expertise with Microsoft Office products.
• Proficiency using Twitter, iContact, Wufoo, contact databases, Canva/graphic design software, and/or website maintenance experience preferred.
• Experience meeting deadlines while balancing multiple projects.
• Strong, demonstrable writing and communication skills.
• Creative problem-solving skills and professional and polished interpersonal skills.

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.