The 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.

Communications and Marketing Department

The Communications and Marketing Department creates a unified brand for the Institute by supporting, elevating, and amplifying the work of the programs and telling a cohesive and compelling story about the broader work of the Institute, its people, and its impact. The Communications and Marketing Department is a team of experts with deep experience supporting mission driven organizations.

We function on the foundation of 5 values: Collaboration, Learning, Excellence, Accountability and Respect or CLEAR. These attributes and behaviors are how we work. Upholding our department values is of paramount importance as they guide us to thoughtfully engage with our colleagues whilst performing at the highest level.

Basic Function

We are seeking an experienced executive assistant to provide expedient and confidential support to the Vice President of Communications and Marketing (VP). This important role coordinates the daily priorities of the VP ensuring the efficiency and productivity of the entire department.

The Executive Assistant role:

• Manages and coordinates the VP’s calendar and daily schedule (to include virtual, in-person and hybrid meetings).
• Manages and schedules department staff and other meetings that include or are led by the VP (booking meeting rooms, coordinating technology needs, and ordering food if needed, with other responsibilities as needed).
• Manages and coordinates the VP’s meeting preparation needs, including organizing relevant briefing materials and/ or follow-up information needed.
• Participates in the VP’s meetings when needed to provide real time support and record minutes.
• Notes and tracks the VP’s action items from meetings to include in daily briefings and/ or for VP task list.
• Finalizes and disseminates meeting agendas for VP.
• Prepares high-quality materials and presentations for VP (often in collaboration with team leaders and members).
• Triages and assures timely responses to internal and external inquiries and requests; manages follow-up on a wide variety of topics and priorities.
• Speak and corresponds with individuals on the VP’s behalf as requested.
• Initiates and/or finalizes correspondence for the VP as appropriate.
• Handles all issues related to the VP’s credit card payments and financial reimbursements including making monthly bill payments via reconciliations, tracking expenditures, and resolving any issues that may arise.
• Maintains superior relations with key stakeholders including Board and Committee members, current/ prospective donors, Institute senior leadership and staff.
• Coordinates and manages the VP’s travel including booking transportation and lodging.
• Assists VP with special projects as needed.

Our new colleague:

• Has an upbeat and team player attitude reflective of our values.
• Maintains outstanding organizational skills with an emphasis on time-management and attention to detail.
• Excels at planning, organizing, and carrying out multiple activities with competing deadlines.
• Is highly flexible; skilled at and eager to manage evolving priorities.
• Has a proven track record of anticipating the needs of executives.
• Is proactive and likes learning new skills on the go when needed.
• Enjoys building relationships and working with people.
• Is excellent at following up and ensuring tasks are complete timely.
• Has stellar writing skills and competent copy-editing capability.
• Is proficient with technology hardware and an expert with software including Outlook, Excel, PowerPoint, Zoom, et al.
• Has the strength of creativity in problem solving.
• Is a good communicator with a customer-service orientation.
• Understands the importance of confidentially and the need for discretion regarding sensitive matters.
• Has at least 5 years of administrative support experience.

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.