Events and Operations Coordinator

ABOUT US

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.

EDUCATION AND SOCIETY

The Aspen Institute Education & Society Program (ESP) improves public education by inspiring, informing, and influencing education leaders across policy and practice, with an emphasis on achieving equity for students of color and students from low-income families. Aspen Education supports leaders at all levels, from networks of urban superintendents and their teams, to state chiefs and their cabinets, to elected officials and their staffers.

Learn more about our work at https://(Use the "Apply for this Job" box below)./

ABOUT THIS ROLE

We are seeking an energetic Events and Operations Coordinator to support the planning and execution of programmatic events for the Education and Society Program (ESP), while also supporting the Operations, People, and Strategy (OPS) team with core administrative and operational functions. This role is well suited for candidates interested in event management and nonprofit operations who are curious, proactive problem solvers driven by making an impact.

Successful coordinators understand connections between their individual tasks and broader project goals and can map backwards from objectives to help organize timelines, logistics, and mission priorities. The role offers hands-on experience in event planning, vendor coordination, participant communications, and operational execution, along with exposure to leading voices in the K-12 education sector and opportunities to learn about public education leadership, public education leadership, program design and evaluation, and strategic communication.

Our ideal candidate will thrive in a busy setting while expertly handling multiple events and competing priorities, maintaining a positive, “can-do” attitude, and working collaboratively across multiple project teams. Candidates must have exemplary organizational and problem-solving skills, strong attention to detail, the ability to adapt quickly as plans evolve, have superior interpersonal skills, high self-awareness, and sound judgment. The position also requires the ability to always communicate proactively and professionally and be comfortable in a setting where we're often "building the plane while flying it."

The salary range for this role is $50,000 - $60,000. The Events and Operations Coordinator will report to the Meetings Manager. Candidates must be based in Washington, DC and must have the ability to meet the regular attendance policy of the Aspen Institute.

WHAT YOU WILL DO

Operational and Administrative Responsibilities

• Liaising with project, legal, IT, office services, and accounting teams to support programmatic needs.
• Coordinate scheduling, space management, travel, and logistics for internal and external meetings, retreats, and team gatherings.
• Serve as a resource to the ESP team on administrative and operational processes, including tracking routine workflows and expenses, and delivering onboarding and training to build internal capacity.
• Support the ESP Leadership team with special projects and cross-functional initiatives as needed.

Event Coordination & Execution Responsibilities

• Manage event logistics across multiple convenings, including tracking timelines, deadlines, dependencies, and action items.
• Manage vendor engagement under the direction of the Meetings Manager, including RFPs, proposal analysis, site visits, contract support, and relationships with hotels, CVBs, and travel agencies.
• Develop and maintain production documentation (BEOs, rooming lists, signage plans, staffing assignments) to support accurate execution and internal alignment.
• Maintain event systems and records, including registration platforms, master calendars, inventory, and internal workflows.
• Coordinate financial and administrative workflows, including vendor payments, participant reimbursements, shipping, materials ordering, and expense tracking.
• Serve as onsite logistics lead for assigned events, ensuring high-quality execution and participant experience. Domestic travel may be required up to 20% of the time.
• Support sourcing and continuous improvement through vendor research, benchmarking, and industry monitoring.
• Serve as a point person for day-to-day office logistics related to events and team operations.

WHAT YOU WILL NEED TO THRIVE

• Bachelor’s degree with at least 1-3 years of experience in event coordination, operations, hospitality, or a related field.
• Professional interest in events, operations, and creating high-quality participant experiences.
• Excellent interpersonal and communication skills with a strong…