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. The Aspen Institute Energy and Environment Program (EEP) explores significant challenges with diverse thinkers and doers to make a more prosperous, equitable, and sustainable society for all. We address critical energy, environmental, and climate change issues through non-partisan, non-ideological convening, with the specific intent of bringing together diverse stakeholders to improve the process and progress of policy-level dialogue. This enables EEP to sit at a critical intersection in the conversation and bring together diverse groups of expert stakeholders. In addition to energy and environmental policy, which the program has been addressing for several decades, EEP is now actively and purposefully engaging in climate change policy \xe2\x80\x93 mitigating the effects of climate change, adapting to the inevitable impacts of climate change, and the international cooperation needed to achieve these goals. This Is Planet Ed is an initiative of the Energy and Environment Program that seeks to unlock the power of education as a force for climate action, solutions, and environmental justice. In accordance with our Reimagining Work policy, the Program Coordinator should be willing to be in-person with colleagues a minimum of 40% of the time 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. Please note that this is a grant funded position and is expected to last for a period of 12 months but may be extended beyond based on available funding. CORE FUNCTION: The Program Coordinator will work directly with EEP Assistant Director for Climate & Environment, EEP\xe2\x80\x99s Senior Fellow, This is Planet Ed, as well as other senior program staff and external vendors to support the program\xe2\x80\x99s various projects and events by providing event planning and logistics, high touch correspondence with external stakeholders, data maintenance, website management, project finances, materials development and distribution and related activities. ESSENTIAL DUTIES AND RESPONSIBILITIES: The Program Coordinator is primarily tasked with leading all administrative and logistical details associated with This is Planet Ed\xe2\x80\x99s various work streams including Early Years Climate Action, K12 Climate Action, Higher Education Climate Action, and Climate Media for Kids.

• Convening and Meeting Logistics [45%] \xe2\x80\x93 Support project lead in coordinating convening logistics and contact with participants to ensure efficient implementation, including but not limited to:
  • all phases of meeting planning and coordination,
  • preparing invitations and thank you letters, tracking rsvp\xe2\x80\x99s, preparing meeting materials, and helping with meeting logistics (e.g., arranging for catering, lodging and travel)
  • contracting and supervision of vendors and logistics providers as necessary for project-specific work;
  • primary responsibility for assuring highly detailed quality control over all program correspondence and conference materials, including proofreading.
• Administrative and General Team Support [20%] \xe2\x80\x93The Program Coordinator will provide assistance for the Assistant Director and Senior Fellow which includes, but is not limited to:
  • Scheduling conference calls
  • Producing and distributing meeting correspondence memos (i.e. minutes)
  • Assisting in the preparation of regularly scheduled reports
  • Organizing travel arrangements (i.e. airfare and lodging)
  • Copy-editing materials (i.e. presentations, reports, blogs)
• Information Systems Management [10%] - Assume primary responsibility for the management and maintenance of program information systems, including but not limited to:
  • computerized resources, lists of participants and other contacts, administrative files, subject files, and online resources;
  • communications activities, including drafting letters, maintaining website, disseminating publications, responding to inquiries, proofing copy, setting up exhibits at conferences etc.;
  • maintaining master calendar for program.
• Communications Support [10%] - Assume primary responsibility for drafting and developing communications materials, including but not limited to:
  • social media management and posts (linkedin, twitter, and instagram);
  • monthly newsletters on the work of This Is Planet Ed; and
  • blogs for the This Is Planet Ed website.
• Administrative and Financial Management [15%] - Oversees administrative and financial functions, including but not limited to:
  • processing requests for payment, including payments through Concur; and
  • managing and tracking invoices for the program.

PRINCIPAL INTERACTIONS:

• EEP team members, including Assistant Directors, Senior Fellow, and Program Managers
• High-profile participants from government, business, academia and civil society
• Aspen Institute communications and office services teams

KNOWLEDGE, EDUCATION, AND EXPERIENCE:

• Bachelor\xe2\x80\x99s degree with at least 1 year of experience in a professional environment, preferably non-profit
• Event management experience required
• Excellent attention to detail, organizational abilities and time management skills. Ability to handle multiple tasks with detail and precision
• Internalized understanding of the need for prolonged attention to detail and ability to manage multiple tasks.
• Ability to work well independently and as part of a team
• Excellent interpersonal skills, energy, and initiative
• Ability to work with variety of internal and external constituencies
• Excellent research, communication, organizational and writing skill
• Ability to take direction, successfully work under pressure and manage multiple tasks simultaneously with little daily supervision
• Ability to be flexible and work on multiple projects at once in a rapidly-changing environment
• Excellent computer skills (excellent knowledge of Microsoft Office Suite). (HTML and social media experience a plus)
• Proficiency with website management software and procedures e.g. Cvent and Salesforce. Ability to learn new website management programs quickly and manage data input and track output efficiently
• The ability to plan, organize and follow through with senior staff and a variety of constituencies
• Ability to be proactive in fast-paced environment and anticipating event and/or senior staff needs

• Strong verbal and written communication skills are essential
• Interest and experience in domestic and global environmental and/or policy issues a plus
• Ability to work nights and weekends with little notice
• Ability and willingness to travel at least 10 percent to staff events

LEVEL OF AUTHORITY:

• May supervise interns and the work of consultants
• Monitor expenditures adhering to budgetary priorities
• Will be authorized for responsible use of Institute American Express card

APPLICATION INSTRUCTIONS: To apply, applicants must complete the application form, as well as submit a cover letter and resume. 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.