Administrative & Operations Coordinator

ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve societys greatest challenges. It is headquartered in Washington, DC, and has a campus in Aspen, Colorado, as well as an international network of partners.

Weave:
The Social Fabric Project was founded by author and journalist David Brooks and is housed at the Aspen Institute. Weave supports individuals who are actively fostering trust, connection, and belonging in their communities people we call Weavers. Acting as a backbone organization, Weave empowers these grassroots trust-brokers through resources, storytelling, and initiatives like the Weaver Awards, amplifying their efforts to heal societal divides and strengthen the social fabric.

At its core, Weave addresses the critical issue of broken social trust that has left Americans divided, isolated, and unable to tackle shared challenges. Without trust, we cannot achieve individual happiness and equity, build resilient communities, or sustain a healthy democracy. By identifying and supporting those quietly working to reconnect Americas communities, Weave is helping to bridge divides and create a more unified, compassionate society.

Weave works in three ways:

• We support the people (weavers) who are spreading trust and tackling important issues in their neighborhoods by providing them with resources and connection to a community of other weavers
• We lift up these often under-appreciated trust builders to be seen as resources and leaders of community change
• We inspire new generations of weavers

Learn more and read stories of weavers

The Administrative & Operations Coordinator handles day-to-day administration and support across the entire Weave team. This includes calendar scheduling and submitting travel and expense reimbursement for Weaves Executive Director as well as coordinating with all Weave team members to organize meetings, events, programmatic resources, research and more. The Coordinator will be responsible for ensuring timely and accurate processing of payments to vendors.

They will organize and update information across Weaves various tools, including Google Drive, Asana and Customer Relationship Management (CRM), as well as manage on-site supplies, inventory, printing and shipping. They will also serve as point-person for in-person and virtual event logistical support.

This is a non-supervisory position without budget authority that allows for growth in skills and potential advancement in the organization. This role reports to the Senior Operations Associate. The salary range for this position is $55,000 - $60,000. Employees are expected to work in-person at the DC office at least three days a week.

• Handle Outlook calendar scheduling for Executive Director
• Arrange travel, including flights and hotel reservations, for Executive Director as well as other program leadership
• Prepare pre-read meeting briefing documents for Executive Director, including biographies, high level summaries, any relevant notes etc
• Process invoice payment and vendor set-up using Aspen software (Tipalti)
• Organize/submit expense reports for program leadership using Aspen software (Concur)
• Assist with designing, editing and sending out programmatic and event surveys, when applicable, using Aspen Software (Survey Monkey)
• Monitor, direct, and respond to inquiries to Weave by phone, email, and web
• Assist with sending and tracking communications to donors (e.g thank you letters)
• Ensure shared team Outlook…