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Executive Assistant

The Aspen Institute

The Aspen Institute

New York, NY, USA
Posted on Thursday, February 1, 2024

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.

Program Description:

The Aspen Institute Business and Society Program (Aspen BSP) works with business executives and scholars to align business decisions and investments with the long-term health of society—and the planet. Through carefully designed networks, working groups and focused dialogue, the Program identifies and inspires thought leaders and “intrapreneurs” to challenge conventional ideas about capitalism and markets, to test new measures of business success and to connect classroom theory and business practice.

The Business & Society Program actively works with business leaders and scholars to tackle the world’s most pressing challenges through the First Movers Fellowship, Leaders Forum, Ideas Worth Teaching and other labs and learning initiatives.

Basic Function:

The Aspen Institute Business & Society Program is seeking an executive assistant to support, partner with, and help to manage the work of the program’s Executive Director (ED). A successful executive assistant will be an essential part of a smooth and efficient team, capably helping to streamline, manage, and prioritize the vast amount of project details coming across the ED’s desk each day.

As outlined in more detail below, the executive assistant will be responsible for important administrative functions in the ED’s office, but also be interested in—and eager to dive deeply into—the program’s areas of focus around business and society. The ideal candidate will:

  • Genuinely enjoy working with and building relationships with all kinds of people. They can engage professionally, diplomatically, and effectively with partners, donors, executives, journalists, and Aspen and BSP staff. They will communicate respect and deep appreciation for those who commit time, energy, and resources to fulfill our mission.
  • Recognize pain points and problems, as well as be flexible, proactive, and creative in identifying solutions.
  • Be ready to dive into all areas of the program’s work. They will occasionally be asked to support projects working directly with other members of BSP team.
  • Be patient + incredibly detail-oriented, with meticulous tracking and follow-through on small details across projects, including tasks and next steps for themselves and the ED. They will make sure no “balls are dropped” amidst the ED’s demanding schedule.

This position will be based in New York, with an expectation to be in the Manhattan office at least three days per week, in coordination with the ED’s schedule. This role reports directly to the Executive Director. The salary range for this position is $75,000 - $85,000.

Essential Duties and Responsibilities:

  • Project Management: Work closely with the ED to advance strategic projects and priorities, including tracking progress, identifying, and advancing next steps, and coordinating directly with internal and external stakeholders.
  • Business Development and Fundraising: Partner with the ED and work directly with other members of Aspen’s staff to advance fundraising goals, including researching new prospects (foundations, high net worth individuals, corporate sponsors, etc.), developing strategies to engage potential funders, tracking relationship development and follow-up with prospective and existing funders, and helping to develop and edit pitch materials.
  • Thought Leadership: Support the ED’s public visibility as a subject matter expert, including preparing for speaking engagements, drafting and editing blog posts, articles and other placements, managing and prioritizing inbound requests, and pursuing new opportunities.
  • Relationship Management: Direct communications and tracking of relationships with key constituents of the program, including the program’s advisory board, current and prospective funders, senior staff at the Aspen Institute, and high value relationships in Aspen BSP’s networks and programs.
  • Scheduling: Manage the ED’s schedule, including scheduling meetings, planning travel, and helping them prioritize where to spend time.
  • Additional administrative functions:
    • Manage the ED’s expense reports and occasional billing and invoicing.
    • Attend meetings with—and take meetings on behalf of—the ED.
    • Serve as a liaison with administrative and functional staff across the Aspen Institute (HR, IT, other department admins, etc.)
    • Support ED in managing large amounts of email, information, and external requests.
    • Data entry and management on behalf of the ED.
    • Assist with oversight of the NYC office.

Knowledge, Education, and Experience:

  • 4+ years of experience in an executive or project support function.
  • Interest in our work and a desire to learn more about the issues and people working at the intersection of business and society.
  • A strong writer – excellent writing skills across domains including email correspondence, program materials, and drafting and editing pieces written by, or on behalf of the ED.
  • An organized and efficient actor across multiple activities, including in time-sensitive or high-pressure situations.
  • Competence with technology hardware and software including Outlook, Excel and Microsoft Office, and Zoom, and a comfort learning and navigating new tools and platforms, and working with others to learn them (Experience Airtable and/or Salesforce is a plus!)
  • Understanding of the importance of confidentiality and the need for discretion around sensitive matters.

To apply for this role, please submit your resume along with a cover letter, detailing your interest in and fit for the position.

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.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800