Administrative Associate

ABOUT US

Aspen Institute employees come from a wide range of backgrounds and possess a unique blend of education, skill, and policy experience. We recognize that our people are our vital resource and we value their knowledge, enthusiasm, and commitment. At the Aspen Institute we offer competitive salaries and a wide variety of benefits to our employees and their families.

If you would enjoy working in a dynamic environment and are looking for an opportunity to become part of a stellar team of professionals, we invite you to apply online today.

Begun in 1981, The Program convenes each summer a group of prominent leaders with the aim of advancing pragmatic solutions to major global economic and financial challenges and of advancing cooperation and coordination on key issues. Its conference is by invitation only.

By providing key support to the Executive Director and Co-Chairs, the Administrative Associate will help maintain organizational efficiency and effectiveness, ensuring a smooth operation. This position reports to the Director. The hourly rate for this role is $25.50/hr this position is remote, and typically involves up to 19 hours per week, with full-time work during the five-day annual August convening in Aspen, Colorado.

Work directly with the Executive Director and Co-Chairs to support all aspects of their portfolios. This includes maintaining an overview of different, fast-paced work streams to accurately track multiple details and situate information about projects, and stakeholders.

Maintain calendars, including scheduling meetings, appointments, speaking engagements, and travel arrangements.

Organize and support all aspects of meetings, including gathering documents, in-person and/or virtual meeting logistics, and taking minutes as requested. Assist with the review of presentations and reports as requested.

Suggest priority of matters requiring senior leaders’ attention; redirect matters to colleagues or handle personally, as appropriate. Keep senior leaders advised of time-sensitive and priority issues to ensure appropriate follow-up.

Communicate effectively and professionally with internal and external stakeholders by drafting, reviewing, and sending approved correspondence and other materials.

Routinely perform a variety of support duties including preparing, reconciling, and submitting expense reports and maintaining accurate records and data entry.

Hold confidential information with respect and professionalism.

Helping to lead the team onsite with day to day event support in connection with our annual August convening in Aspen, with clear timelines, deliverables and communication.

Working in close collaboration with the Aspen Meadows events team to ensure smooth preparation and logistics.

Other duties as assigned.

3+ years of professional experience, including relevant experience doing administrative and clerical tasks

Excellent time management and execution skills, ability to plan, organize, and follow through, and soliciting and incorporating feedback

Demonstrated ability to manage a complex to do list, multi-task, and adapt to incorporate new information while meeting deadlines.

Strong communication and writing skills

Strong analytical skills and the ability to prioritize, anticipate potential roadblocks, and plan ahead

Entrepreneurial acumen and drive, and ability to adapt to changing priorities

Ability to maintain an overview and understanding of different, fast-paced work streams without losing track of details

Able to maintain absolute confidentiality and discretion

Experience with enterprise systems for file management, credit card and expense processing (e.g., SAP Concur, Tipalti), and customer relationship management (e.g., Salesforce) is a plus.

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. The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process.

If you would like to request accommodations or have questions about accessibility, please email hrsupport or call  in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.