The Aspen Institute · 2 months ago
Program Coordinator, Technology Leaders Initiative
Washington, DC
Full-time
Onsite
Entry Level
$52K/yr - $66K/yr
1+ years expThe Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. They are seeking a highly organized and detail-oriented Program Coordinator to support the Technology Leaders Initiative, focusing on event management and logistics to foster leadership in the global technology ecosystem.
Non-profit Organization Management
No H1B
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/on–site 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 program’s 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
Qualification
Required
Bachelor's 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
Preferred
Experience with Salesforce and Concur preferred
Benefits
Health, dental, vision, and prescription benefits
Retirement benefits
Paid leave
Company
The Aspen Institute
Our Purpose: We ignite human potential to build understanding and create new possibilities for a better world.
Founded in 2023Washington, District of Columbia, USA
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Dan Porterfield
President and CEO
David Milestone
Co-Founder and Board Chair, AMP Health
Recent News
Competency-Based Education Network
2025-09-12
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