Administrative & Logistics Coordinator

The Aspen Institute

The Aspen Institute is an international non-profit organization founded in 1950. Its mission is twofold: to foster values-based leadership, encouraging individuals to reflect on the ideals and ideas that define a good society, and to provide a non-partisan and balanced venue for discussing and acting on critical issues. Through policy programs, seminars, leadership development cohorts, youth engagement and public program initiatives, the Institute and its international partners provoke, advance and improve actions on the ground across the country and around the world.

The Institute is headquartered in Washington, DC, and has campuses in Aspen, Colorado, and on the Wye River on Maryland's Eastern Shore. Its international network includes partner Aspen Institutes in Berlin, Rome, Lyon, Tokyo, New Delhi, and Bucharest, and leadership programs in Africa, Central America and India.

Aspen Institute Community Strategies Group

The Aspen Institute Community Strategies Group (CSG) is one of the thirty-five (or so) policy programs at the Aspen Institute. Aspen CSG helps leaders and organizations at the community level in the United States develop and adapt strategies and policy that build widely shared and lasting prosperity in communities and regions. Since 1985, CSG has worked with community leaders as well as the foundations, associations, networks and organizations that partner with them in towns and cities, counties and states, rural and urban places, on the local, regional and national levels. Aspen CSG is especially noted for its work in rural America; approximately 75% of our work focuses on rural places and economies, working with rural leaders and organizations. CSGs values-based rural work addresses changes in economy, practice, policy, demographics and communication both those underway today and those on their way in the decades to come.

CSGs initiatives and projects especially seek to:

• Build economies and local wealth from the ground up.
• Improve livelihoods, opportunity and equity for low-wealth families in their communities.
• Advance the vitality of communities within their regions.
• Create locally controlled philanthropic resources and deploy them to address critical issues.
• Forge vital connections between rural and urban places.
• Develop healthy and just community capacity and culture.

Overall, CSG helps sharpen local focus and action of community leaders and their partners. To do so, CSG:

• Designs and facilitates action-inducing peer-learning among organizations, leaders and policymakers.
• Convenes thinkers and doers to swap strategies and find common ground.
• Manages initiatives that catalyze innovation and progress.
• Builds networks to spread good ideas and useful lessons
• Produces practical tools, frameworks, analysis, stories and media that help leaders make better decisions.

Basic Function

The Aspen Community Strategies Group (CSG) is seeking an Administrative & Logistics Coordinator. As a key member of the CSG team, the Coordinator will work closely with the Executive Director, Associate Director and the entire CSG team to ensure we executes our mission. The Coordinator will have the opportunity to work as a core member of an entrepreneurial team in building and transforming the program. They will be creative and eager to learn on the job and will have the highest standards for the quality of their work. There is ample work for a full-time position, however we are willing to consider one-half to three-quarters time position for the right candidate.

Essential Duties and Responsibilities

Administrative (50%):

• Prepare invoices, requests for payment, expense and reimbursement forms related to all of CSGs work.
• Process the disbursing of payments and honoraria to participants, contractors and consultants.
• Organize and track financial transactions timeliness and completion related to all of the above.
• Schedule meetings and coordinate the calendar of the Executive Director and Associate Director and other staff, as needed.
• Arrange conference and travel-associated logistics and prepare associated paperwork for CSG staff.
• Maintain and manage CSGs Customer Relationship Management (CRM) system.
• Sort program mail and manage mass mailings.
• Participate in relevant Aspen Institute administrative staff workgroups and activities.
• Additional responsibilities as assigned.

Convenings & Learning Community (35%):

• Manage logistical elements of event planning for CSG workshops, conferences, roundtables and other convenings, including assistance in securing a venue, catering, transportation, rooming lists, audio-visual equipment, registration, and securing appropriate internal resources and support.
• Draft and send invitations to events and track attendance for events.
• Communicate clearly via email, phone and other means with meeting/event participants in relation to event logistics.
• Liaise with building services, catering services and conference services with Aspen and other venues to ensure seamless execution of all events and logistics.
• As needed, manage logistics during events.
• Prepare correspondence and assist with other materials related to event planning and follow-up which may include agendas, evaluations, online surveys, meeting notes, handouts, presentations.
• Assist in other event follow up activities as needed, including closing out accounts.
• Establish and maintain participant lists to include all information relevant both to the event and to CSG network building.
• Assist in the creation of presentations, reports and other products.
• Additional responsibilities as assigned.

Other Duties (15%):

• Support CSG communication-oriented activities, including dissemination process for publications and coordinating with graphic designers, web-content experts, communications team and media partners.
• Assist the CSG team in the implementation of online meetings, webinars and other online engagement.
• Assist in on-going design, maintenance and updating of the CSG website.
• Use social media and other online tools to disseminate key CSG information and material.
• Support and prepare first drafts of memoranda, newsletters, findings, etc.
• Proofread documents and external communications materials.
• Contribute to the development and execution of CSGs communication strategy.
• Additional responsibilities as designated.

Knowledge, Education and Experience

• Associates degree is required; a bachelors degree is preferred.
• At least five years of professional experience in administrative assistant role and professional interest in doing administrative work.
• Very strong verbal and written communications skills essential.
• Excellent attention to detail and an exemplary commitment to high standards and work product of the highest quality.
• Respect for and ability to build relationships with people from all backgrounds, across multiple disciplines and at various levels of action people on the ground in community, in regional businesses and nonprofits, government and national leaders.
• Quick-learner and self-starter who can multi-task and move at a fast pace.
• Flexible enough to roll with the punches and a robust sense of humor to deal with frequently shifting demands and priorities.
• Some experience living in and/or working directly with rural communities is a plus.
• Expertise with MS Office Suite.
• Ability to use HTML, web 2.0 design principles, GoToMeeting, Salesforce, Paylocity preferred or avid willingness to learn and use!
• Ability and willingness to travel occasionally (up to 15% of time).

Level of Authority

• No budget authority

Interested applicants must submit both a resume and a cover letter; applications without a cover letter will not be considered.

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.

Candidate must have the ability to work under pressure and handle stress.

Candidate must also have the ability to meet regular attendance policy of the Aspen Institute.

Apply Here:   https://www.click2apply.net/3mcpb4sj5j5kp5p9

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