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.

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.

Program Description:

Launched in 2012, the Religion & Society Program ignites change through convening, catalyzing, and researching the challenges and opportunities at the convergence of religion, culture, and justice. Beginning in 2018, the Religion & Society Program has focused on understanding and sharing how religion can be leveraged to address social inequities and strengthen social cohesion.

Basic Function:

We are seeking an experienced executive assistant to provide expedient and confidential support to the Executive Director and Deputy Director of the Religion & Society Program [“Executive Leadership Team”]. This important role coordinates the daily priorities of the Executive Leadership Team [“ELT”] ensuring the efficiency and productivity of the entire department.

The candidate must be well organized, flexible, and must be able to contend with multiple demands and accuracy while maintaining a high level of sustained attention to detail. The Executive Assistant must have the ability to interact with staff and external stakeholders through program event planning. The ideal candidate will be results-oriented, highly motivated, creative and a team player.

The expectation is for this role to be in our DC office a minimum of three (3) days per week to collaborate with colleagues.. In-person consists of meaningful connections with colleagues in an office, traveling to a different office or location to meet fellow staff members, at an Aspen event, at a meeting outside the office or other opportunities to meet in person with teammates and colleagues, while having the flexibility to work remotely for the balance

Essential Duties and Responsibilities:

• Manages and coordinates the ELT’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 ELT (booking meeting rooms, coordinating technology needs, and ordering food if needed, with other responsibilities as needed).
• Manages and coordinates the ELT’s meeting preparation needs, including organizing relevant briefing materials and/ or follow-up information needed.
• Plans travel and prepares detailed itineraries for ELT when requested, including travel arrangements, accommodations, and appointments.

• Initiates and/or finalizes correspondence for the ELT as appropriate.
• Maintains files, prepares reimbursements and reconciles corporate credit expenses and payments, financial reimbursements and resolving any issues that may arise.
• Participates in the ELT’s meetings when needed to provide real time support and record minutes.
• Notes and tracks the ELT’s action items from meetings to include in daily briefings and/ or for ELT task list.

• Support event planning and travel arrangements for program events on behalf of the ELT.

• Finalizes and disseminates meeting agendas for VP.
• Prepares high-quality materials and presentations for ELT (often in collaboration with team members).
• Triages and assures timely responses to internal and external inquiries and requests; manages follow-up on a wide variety of topics and priorities.
• Initiates and/or finalizes correspondence for the ELT as appropriate.
• Maintains superior relations with key stakeholders
• Assists ELT with special projects as needed.

Knowledge Education and Experience:

• 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 a working knowledge of Canva or similar graphic design software
• Has the strength of creativity in problem solving.
• Is a good communicator with a customer-service orientation.
• Understands the importance of confidentiality and the need for discretion regarding sensitive matters.
• Has at least 5 years of administrative support experience.

All interested applicants must submit the following:

1. A one-page cover letter. RSP prefers cover letters that describe what motivates you and how you understand and relate to our mission, rather than a narrative version of your resume. Applications without a cover letter will not be considered.
2. Resume/CV.
   

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.