Aspen Challenge Operations 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 to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Program Description:

The Youth Leadership Programs Department identifies, cultivates, and amplifies the talent of rising generations. The department works with high school to college-aged youth to redress the most complex and challenging social, political, and scientific issues facing communities today. The department is home to the Aspen Challenge, Aspen Young Leaders Fellowship, and Bezos Scholars Programs.

The Aspen Challenge, founded in 2012, is housed within Youth Leadership Programs at the Aspen Institute. Aspen Challenge has established itself as a significant national youth leadership initiative. Implemented in cities across the US, Aspen Challenge is grounded in project-based learning and problem solving in service of local, national, and global dilemmas. The Aspen Challenge’s core efforts will focus on inspiring young leaders to address significant issues of public importance and apply their leadership, learning, and problem-solving skills to their solution. The goal of the Aspen Challenge is to ask young people with leadership potential to “Think Bold” and “Co-Create Solutions.”

Basic Function

The selected candidate will join a dynamic, creative, high-performing team focused on youth leadership development programs within the Aspen Institute. The Coordinator position is a remote work position reporting to the Associate Director of the Aspen Challenge and will also work closely with the Aspen Challenge team. The Coordinator plays a key role in supporting the operational and programmatic delivery efforts of the department working primarily with Aspen Challenge. The ideal candidate is a multi-talented, early-career professional with experience handling a wide range of logistics, operational, and administrative tasks; is creative and eager to learn on the job; and has extremely high standards for the quality of their work. The Coordinator position is a critical role that will provide high-quality administrative, operational, research, and communications support for the Aspen Challenge. The Coordinator’s responsibilities are achieved via an unwavering focus on equity and inclusion as well as a commitment to working in communities with young people from low to moderate income backgrounds, youth of color, and youth with learning differences or differing abilities.

This position will require an ability and willingness to travel up to 30% of the time to provide on-site support for Aspen Challenge events as well as meetings, trainings, and other Aspen Institute convenings. Travel expectations are contingent upon health and safety guidance and policies from national/local authorities and the Aspen Institute.

Essential Duties and Responsibilities

Program Delivery

• Provide routine support for onsite and virtual Aspen Challenge programming including preparation of event-related documents, tracking of various forms of data, documents, and materials, designing and implementing processes to support various aspects of program delivery, event staffing (virtual and onsite), management of virtual communication platforms (e.g. Zoom), coordination of logistics, and stewarding vendor relationships.
• Produce event related electronic and printed materials (production timelines, run of show documents, Challenger prep guides, handouts, etc.).
• Contribute to research and selection of all event speakers and Challengers.
• Contribute to research and selection of all event vendors, venues, hotels, etc.
• Support participating team registrations including organizing and tracking all student permission forms and headshots.

Finance & Operations

• Support accounting processes for Aspen Challenge including vendor and consultant payments, contracts, stipends, speaker reimbursements, and other expenses.
• Support finance management by reconciling actuals and supporting Associate Director with quarterly forecast updates.
• Support website updates and database maintenance (e.g. Salesforce & Innovation Lab).

General

• Conduct research to support program delivery or special initiatives (e.g. vendors, partner organizations, speakers, venues, etc.)
• Integrate a diversity, equity, and inclusion lens in all essential duties and work responsibilities.
• Support broader efforts and initiatives of the Youth Leadership Programs Department and the Aspen Institute as necessary.

Knowledge, Education, and Experience

• Bachelor’s degree required;
• At least one year of experience in administrative, logistics, or operations functions, preferably in the nonprofit or education sectors
• Strong cultural competence and experience working directly with constituents from diverse racial, ethnic, socio-economic, and geographic backgrounds;
• Excellent computer and software skills required, specifically, expertise with: Microsoft Outlook (including managing multiple calendars and email inboxes); Microsoft Excel (including creation and maintenance of spreadsheets); Microsoft PowerPoint (including development of dynamic PowerPoint presentations); Microsoft Word (including effective document layout, formatting, and design); virtual engagement platforms such as Zoom; InDesign & Creative Cloud Suites experience is a plus.
• Experience establishing organizational systems to improve efficiency and functioning in a changing environment;
• Experience meeting deadlines while balancing multiple projects, including calendar management, travel arrangements, and event planning coordination;
• Experience with Salesforce CRM, website development, or graphic design experience a plus

The ideal candidate will have:

• Superior attention to detail and ability to manage multiple tasks;
• Strong customer service orientation: patience, listening, resourcefulness, responsiveness, and attentiveness;
• Creative problem-solving skills;
• Polished, culturally competent interpersonal skills;
• A desire to learn, sense of humor, flexibility, and resilience.
• Ability to work with diverse audiences and proven ability to effectively interface with senior-level executives;
• Strong, demonstrable writing and editing skills;
• Familiarity and interest in youth leadership development, community impact, civic engagement; working with high school-aged youth, youth from low to moderate income, and youth of color;
• Strong interest in and passion for community impact and social justice issues;

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 HRSupport@aspeninstitute.org or call (202) 736-5800.