Program Assistant

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

Aspen Digital is a nonpartisan technology and information-focused organization that brings together thinkers and doers to uncover new ideas and spark policies, processes, and procedures that empower communities and strengthen democracy. This future-focused Aspen Institute program inspires collaboration among diverse voices from industry, government, and civil society to ensure our interconnected world is accessible, safe, and inclusive – both online and off. Across its initiatives, Aspen Digital develops methods for elevating promising solutions and turning thought into networked impact. To learn more, visit aspendigital.org.

Basic Function

The Program Assistant is a critical position that will provide high-quality support to the team. The ideal candidate is a professional who is fascinated by the the changing dynamics of tech, media, and democracy; has a passion for handling a wide range of operational and logistical tasks; is creative 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.

The role is a good fit for candidates seeking to learn more about the information and tech ecosystem; experience in the wide range of skills and capabilities needed to manage and operate a quickly growing organization and to learn more about the digital and tech policy space. The Program Assistant will work closely with the Aspen Digital team and will benefit from close working relationships from colleagues.

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

In accordance with our Reimagining Work policy, the Program Assistant should be willing to be in-person with colleagues a minimum of 40% of the time in our Washington D.C. office, while having the flexibility to work remotely for the balance. In-person consists of meaningful connections with colleagues in an office, traveling to a different office or location to meet fellow staff members, at an Aspen event, at a meeting outside the office or other opportunities to meet in person with teammates and colleagues.

Essential Duties and Responsibilities

Administrative Support (60%)

• Process invoices, expenses, reimbursements, payment for services, etc.;

• Manage administrative elements of weekly all-team staff meetings, including agenda compilation, calendar invitations, and internal presentation schedule;

• Use digital tools to create forms, surveys, and program materials;

• Maintain organized electronic filing systems;

• Take notes in stakeholder meetings and disseminate follow-up materials;

• Conduct general research to support programming as needed;

• Identify opportunities to improve the quality and efficiency of the program and implement improvements as directed.

Executive Director Support (20%)

• Coordinate the scheduling of virtual and in-person meetings. Manage daily calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes;

• Create expense reports in a timely manner; and

• Draft, proofread, and finalize complex correspondence and documents.

Events Support (20%)

• Provide logistical support for programs, forums, roundtables, and other convenings, such as leading back-end Zoom webinar settings or leading in-person event setup;

• Research, assemble, and distribute background meeting materials.

Knowledge, Education, and Experience

• Strong interest in and passion for technology and media in the interest of society;

• Superior attention to detail and ability to manage multiple tasks;

• Excellent computer skills required, specifically, expertise with: Google Workspace and Microsoft Office. Experience with Canva is a plus.

• Ability to work with diverse audiences and effectively interface with senior-level executives;

• Experience meeting deadlines while balancing multiple projects, and preferred experience with calendar management, travel arrangements, and event planning & coordination;

• Strong, demonstrable writing and editing skills;

• Creative problem-solving skills and professional and polished interpersonal skills; and

• A desire to learn, sense of humor, flexibility, and resourcefulness.

• Occasional travel required.

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.