Program Associate

ABOUT US

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.

Executive Leadership Seminars Department (ELS)

Executive Leadership Seminars Department (ELS) drives change through group dialogue and personal reflection in service of a more free, just, and equitable society. It does so by curating open-enrollment leadership seminars for individuals and customized seminars for organizations.. Operating  within the larger Seminars Department, ELS is responsible for delivering the Institute’s flagship leadership seminar: The Aspen Executive Seminar on Leadership, Values, and the Good Society. Notable alumni of this seminar include Reed Hastings (founder and CEO of Netflix) and Condolezza Rice (fmr Secretary of State).

In its 75-year history, ELS has brought together thousands of established and emerging leaders to learn from each other and from some of the most influential thinkers of all time. We believe the best leaders are those who refuse the easy answer in favor of asking the difficult question, evaluating different positions, and making decisions from a place of humility, surety, and self-awareness. Participants in our leadership seminars engage in challenging and frank conversations about enduring questions of ethical and effective leadership, equipping them with the knowledge and moral fortitude to make sound decisions for the good of their organizations and society.

The Program Associate will ensure delivery of seamless, high-end, and impactful seminar experiences to groups of 18-25 participants multiple times a year primarily at the Aspen Meadows Resort in Aspen, CO. During delivery of the Aspen Executive Seminar, the Program Associate will serve as the sole representative of the ELS department and the Aspen Institute, regularly interfacing with C-suite executives, non-profit leaders, and government representatives. In addition to serving as face of the ELS department, this role is responsible  for handling all pre-seminar logistics, overseeing the day-to-day on-site activities of each seminar, and finalizing all pre- and post-seminar administrative and financial duties. Because the position demands considerable phone, email, and face-to-face assistance directly to seminar participants, the Program Associate must possess excellent customer service as well as the ability to exercise discretion, judgment, and a calm demeanor in occasional high-pressure situations. This position requires first-rate organizational skills, attention to detail, a positive can-do attitude, and a passion for the department’s mission of developing values-based leadership for a good society. As the public representative of the Aspen Institute at all Seminars, the ideal candidate for this role will possess the interpersonal skills to create an open and welcoming learning environment as well as a drive for excellence in execution that will ensure seamless delivery of the seminars. A high level of professionalism along with a high degree of emotional intelligence is necessary for success.

Reporting to the Seminar Program and Experience Manager (SPEM), the Program Associate will interface with all members of the Washington D.C. and Denver, CO team. The salary range for this position is $55,800- $62,000. In accordance with our Reimagining Work policy, the Program Associate is expected to be in-person at the Aspen, CO Institute offices a minimum of 40% of the time; time spent at the Aspen Meadows resort during scheduled Seminars will be recognized in the 40% calculation. Periodic travel to/from Washington D.C. to interface with the team will be expected. The target start-date for the position is January, 2025.

Aspen Executive Seminar Execution (60%)

• Fully execute pre, on-site, and post duties for 6-8 Aspen Executive Seminars a year (seminar dates scheduled a year in advance). A non-exhaustive list of typical duties include:
  • Pre-seminar coordination:
    • Overseeing all logistical communication with participants (18-23 each seminar) starting 10 weeks prior to the seminar via the CRM system and email.
    • Mailing of seminar materials to participants 8 weeks before the seminar.
    • Scheduling pre-seminar calls with seminar moderators and designated members of the ELS team.
    • Scheduling of seminar vendors.
    • Interfacing with the Aspen Meadows Resort to review BEO’s, room reservations, and other seminar needs.
    • Updating, printing, and compiling of seminar materials to distribute at seminar.
  •  On-site seminar coordination:
    • Stay on-site at all Aspen Executive Seminars (6 days, 7 nights). The Program Associate is expected to be present for the entirety of each seminar, including meals and activities.
    • Overseeing seminar room and activities at each seminar, ensuring all participant and moderator needs are met for an optimal learning environment.
    • Provide daily announcements to seminar participants.
    • Cultivating individual relationships with seminar participants for further client development.
  • Post-seminar duties include:
    • Processing all seminar receipts, invoices, expenses, and reimbursements in a timely manner following the completion of each seminar.
    • Processing participant photos, certificates, and thank you notes by deadlines.
    • Updating participant information in CRM system 
    • Handing off contacts and relationship to the Community Engagement Specialist
    • Compiling reports on each seminar, including summaries of participant evaluations, to present to the Executive Leadership team.

Aspen Executive Seminar Program Administration (25%)

• Construct and update coordination guide and logistic materials, recording all vendor information and keeping contacts and procedures current.
• Support the development of documents and reports to improve and support the learning outcomes of the Aspen Executive Seminar. As the Program Associate develops more first-hand experience, that person will assist in developing these items directly.
• Ordering and tracking yearly ELS seminar inventory.
• Interfacing Marketing, Community Engagement, and Sales functions to support increased enrollment in the Aspen Executive Seminar.
• Support SPEM in the bi-annual analysis and seminar report. 

General Department Support (15%):

• Serve as the point of contact with Aspen Meadows Resort, fostering healthy department relationships with Aspen Meadows staff.
• Research new vendors and activities in the area.
• When workflow allows, assist Program for Organizations team in delivering Custom Leadership seminars in Aspen, CO or other possible locations.
• Represent the Executive Leadership Seminars team during Aspen Institute sponsored events as needed.
• Travel to DC at least twice a year for in-person retreats and team development.
• Other duties as assigned.