Administrative & Executive Coordinator

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 (https://www.aspeninstitute.org/our-commitment/) to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

The Stevens Initiative is an international leader in virtual exchange, which brings young people from diverse places together to collaborate and connect through everyday technology. Created in 2015 as a lasting tribute to Ambassador J. Christopher Stevens, the Initiative invests in virtual exchange programs between the U.S. and the Middle East and North Africa (MENA); shares research, resources, and promising practices to improve impact; and advocates for broader adoption. Through its 91 grants, the Stevens Initiative will expand its reach by summer 2023 to nearly 75,000 young people in 17 MENA countries and the Palestinian Territories, and in 49 U.S. states, Puerto Rico, five tribal communities, the U.S. Virgin Islands, and Washington, D.C. Learn more: https://www.stevensinitiative.org/

Basic Function:

The Administrative & Executive Coordinator is responsible for providing support and assistance to the Executive Director. These responsibilities will include assisting with email correspondence, calendar management, helping to manage relationships with constituents and other stakeholders, processing financial transactions, and supporting other aspects of the program's work, as needed.

Essential Duties & Responsibilities

• Speaks and corresponds with individuals on behalf of the Executive Director, as requested; manages follow-up on various topics and priorities.
• Organizes meeting logistics, including scheduling, sending reminders, and organizing essential functions.
• Assist with contact and database management on behalf of the Executive Director.
• Coordinates the Executive Director's calendar and travel; schedule, track, and manage meetings with key stakeholders and internal staff.
• Plan travel and prepares itineraries, including booking travel arrangements, accommodations, and meeting appointments.
• Supports Executive Director meetings and events, including materials prep, advanced briefing, and follow-up; attends meetings and takes notes as needed.
• Submits monthly expense reports on behalf of the Executive Director and coordinates with Stevens Initiative operational staff to complete timely payments to vendors and contractors.

• Works closely with Programs staff in assisting with special projects as assigned.
• Act as the first point of contact for outside inquiries.
• Manage virtual and in-person meeting logistics, including set up of zoom rooms and room booking.

Skills, Education, Experience

• Associate or Bachelor's degree
• 2 years' experience
• Experience using Salesforce or other constituent management software
• Solutions-focused thinker with a positive, can-do attitude
• Strong ability to help others be organized and efficient
• Experience supporting multiple projects at the same time
• Helps others deliver strong results through proactive collaboration
• Keeps current with best practices in the field of executive administration and continually builds technical and/or substantive expertise
• Can produce solid first drafts of concise written products, and proactively get feedback and incorporate feedback effectively
• Embraces change as an opportunity for growth and learning
• Often thinks about ways to perform duties more effectively
• Competence and comfort with technology hardware and software including Outlook, Excel, PowerPoint, Salesforce, Google Docs, Zoom, etc.
• Strong writing and editing skills

Our practice is to follow a hybrid-work model, and work in the office approximately two days per week.

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.

Individuals needing an accommodation to complete the job application can contact [email protected] or call (202) 736-5800.

Apply Here: https://www.click2apply.net/qRe8NYI4BMj2BiABPTGmwK


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