Program Associate (D.C. or NYC)

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.

The Aspen Global Leadership Network

The Aspen Global Leadership Network is a growing, worldwide community of entrepreneurial leaders from business, government and the nonprofit sector — currently more than 2,200 “Fellows” from over 50 countries — who share a commitment to enlightened leadership and to using their extraordinary creativity, energy and resources to tackle the foremost societal challenges of our times. All share the common experience of participating in one of the Aspen Institute’s various leadership Fellowships.

The Henry Crown Fellowship Program, established in 1997, is the flagship initiative of the Aspen Global Leadership Network. It seeks to develop the next generation of community-spirited leaders, providing them with the tools necessary to meet the challenges of business and civic leadership in the 21st century. The Fellowship is a unique mix of seminars designed to broaden the perspectives of the participants and hone their skills in values-based leadership. It honors the memory of Chicago industrialist Henry Crown (1896-1990), whose legendary career was marked by a lifelong commitment to honor, integrity, industry and philanthropy.



ABOUT THIS ROLE

The Program Associate (Program Operations) works as part of a team alongside the Executive Director, Managing Director (Chief of Impact & Engagement); Program Associate (Sourcing & Fellow Selection); Program Manager (Impact & Engagement); and Senior Program Associate (Impact & Engagement) to manage operations for all Fellowship program seminars, seminars-related budget and oversight, moderator support, central operations budget development and oversight, and team related events and retreats. Our ideal Program Associate is dynamic, handling multiple tasks at once; Cares deeply about personal interactions and Fellow experience; and is personable, professional, mature and helpful.

This role reports directly to the Executive Director. The salary range for this role is $60,000 - $65,000. In accordance with our Reimagining Work policy, the Program Associate should be willing to be in-person with colleagues at either our Washington D.C. or NYC office a minimum of 40% of the time, while having the flexibility to work remotely for the balance.



WHAT YOU WILL DO

Seminar Operations and On Site Management

• Coordinate and attend three week-long seminars annually, negotiation and selection of conference facilities and lodging for seminars, oversee all logistics including seminar schedules, meals, ground transport, meeting space, AV requirements, providing risk analysis and emergency contingent planning, on-site venue liaison and vendor management, and leading on-site logistics and seminar support staff.

• Liaise with Aspen risk management teams for emergency continent planning.

• Negotiate vendor agreements and manage vendor relationships.

• Develop continual improvements to seminar programming and Fellowship journey arc to deepen Fellow connectivity and further improve the Fellowship seminar experience.

• Provide an active role in Fellow handoff from Program Associate, Sourcing & Fellow Selection after class announcement phase.

• Support Executive Assistant on-boarding process.

• Coordinate seminar curriculum and readings materials in tandem with the Office of Curriculum and Moderators.

• Provide communications and support to Fellows and moderators before, during, and post seminars.

• Serve as trusted advisor to ED on the ground during seminars for feedback and troubleshooting.

• Carry out post seminar follow-up, such as seminar evaluations and debrief meetings, providing data analysis from historical seminar evaluation feedback and assisting with evaluation survey improvements.

• Conduct ongoing venue and vendor research.

• Ensure all seminar materials are maintained, inventoried, and updated for each year.

• Contribute functional expertise and knowledge as needed for skill sharing sessions.

• Ensure that vendors, moderators and others receive payment/reimbursement immediately after the seminar/meeting.

• Process contracts through the Aspen Institute’s DDR team when applicable.

• Travel to conference sites and provide staffing as needed.

• For virtual meetings, handle the logistics and mechanics for Zoom meetings and other online platforms.

• Other duties as required during an event.

Henry Crown Fellowship Team Meetings and Retreats:

• Support agenda and location development, including site visits when required.

• Support logistics and reimbursement for attendees.

• Reconcile forecast and actuals for individual events.

• Provide trusted and confidential discussions the gravitas required as our team culture evolves.

• Update HCF Team Manual annually.

Henry Crown Fellowship Moderator Corps:

• Support onboarding and tracking of HCF moderators throughout the AGLN Moderator training process through their HCF seminar moderation.

• Coordinate customized moderator feedback and evaluation.

• Budget and track HCFs in training.

• Coordinate moderator contracting process with Office of Curriculum & Moderators.

Program Data and Communications:

• Support HCF data collection on Fellow information collection, maintenance, and use, and interfacing with the Alumni Engagement team on deliverables.

• Support editing and production of a twice-yearly Program Contact Directory.

• Coordinate twice-yearly contact update request to the entire Fellowship.

• Coordinate annual holiday card mailing list outreach to all Fellows.

• Provide editing support for monthly e-newsletter and other communications.

Financial Responsibilities:

• Create, update, and report a three-year financial projection term for all seminar-related budgets across 10+ budget codes, including initial projections and updated actuals, managing related expenses, and general ledger tracking and reconciliation.

• Process invoices, expenses, and reimbursements for venues, vendors, and moderators.

• Manage and track Fellow scholarships.

Administrative Responsibilities:

• Maintain communications through email, phone, mail, social network sites and with other Aspen programs.

• Assist with developing and preparing fundraising materials.

• Maintain financial records and receipts for Executive Director and process credit card report monthly through Concur.

• Process invoices, expenses, reimbursements, etc. in a timely manner.

• Assist with editing HCF monthly newsletter, bi-annual contact directory, and annual reports for AGLN, Leadership Division, and OIA.

• Assist with preparing materials for biannual Board of Overseers meetings.

WHAT YOU WILL NEED TO THRIVE

• B.A. degree and minimum 1-3 years relevant experience.

• Strong organizational skills.

• Excellent written and oral communication skills.

• Proficiency in Microsoft Office Suite, especially Word, Excel, Salesforce, Outlook and other database programs.

• Aptitude for using web-based tools, including social networking programs, design software, conferencing tools and other media.

• Ability to handle multiple, often complex, tasks at one time.

• Ability to travel an average of 3 weeks per year or more as needed.

• Event organization, administrative experience and intellectual curiosity a plus.

ADDITIONAL INFORMATION

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.

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