ABOUT US

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.



ASPEN CAMPUS

The Aspen Campus refers to the facilities owned by the Aspen Institute in Aspen, Colorado. The facilities are defined as the 40-acre campus, buildings, assets and landscaping.

ABOUT THIS ROLE

Managing Director will oversee the Aspen Campus and act as a liaison/asset manager to the Aspen Meadows Hotel from the Aspen Institute.

This position is responsible for the facility and utility departments, third party contractor management, safety and risk assessment, budgeting, departmental organization, project management, planning, development, HOA management, townhome management, construction and direction of the Facility Management department. This position will take an active role in working with the hotel to enhance all quality, service, and food and beverage levels. The Managing Director will ensure that the highest quality standards are met as they relate to managing employees, projects, and systems to ensure proper building operations. The Managing Director will set forth standards that allow the department to effectively maintain all buildings and assets in a manner that extends their life along with exceeding all internal and external customer expectations. In addition, all facilities will be managed in an energy efficient and sustainable manner.

The salary range for this position is $120,000 - $175,000. This role reports directly to the Vice President, Aspen Campus Facilities and Operations. The expectation for this role is to be in-office every day. Opportunities to work remotely on certain days will be discussed with the supervisor and based on the events occurring on campus.

WHAT YOU WILL DO

Facilities Management

• The Managing Director, in partnership with the VP, will be a liaison with Aspen Meadows’ management on hotel and conference center issues and quality assurance. The Managing Director will meet regularly with the hotel management team and attend Operations Review meetings as scheduled.
• Work with the Vice President to review and approve facility capital projects.
• Assist the EVP of Administration/CFO and VP of Facilities and Operations with reports for the Facilities Committee of the Board for the Aspen Institute; This includes preparation of reports for committee meetings, dissemination of an operations report in the third quarter of the year, capital plan once a year, management renewal correspondence, and any necessary budget narratives.
• Review the hotel P&L and provide comments back to the AI team and the Salamander team monthly.
• Review and evaluate emergency procedures on an annual basis in conjunction with the Risk Department.
• Review and approve annual Meadow's rate increases (in conjunction with EVP of Administration/CFO and VP of Facilities and Operations).
• Work with the hotel to ensure the planning guide is updated annually and rolled out to the Aspen Institute by the end of May each year.
• Work to resolve Institute program questions (if not resolved directly with the Meadows staff.)
• Maintain Aspen Meadows legal and building documents.
• Manage signage on campus to include donor signs.
• Conduct weekly walks of the campus with respective Aspen Meadows team members, maintaining a thorough list of action items to ensure quality standards are upheld; Maintain and follow up on notes from walkthroughs to ensure they are completed in a timely manner.
• Work with the Aspen Meadows Team to give directions/recommendations in all areas of the hotel.
• Ensure methods and performance of the facility and utility department meet and exceed service levels expected by internal and external customers.
• Manage the department in a way that promotes energy efficiency and sustainability.
• Work with all key stakeholders for renovation and remodel of Aspen Institute buildings. This includes but is not limited to:
  • Coordination of approval process with City of Aspen and Historic Preservation Commission.
  • Design and planning coordination with various members of AI staff and team.
  • Oversee the budget for projects with an eye for maximizing resources, while adhering to quality standards.
  • Review legal contracts before submitting to Iron Clad, and coordination in getting them signed.
  • Coordinate submission of W9, COI to accounting for contractors and subs, and approval of invoices for payment.
  • Work closely with the Office of Institutional Advancement approving fundraising materials and (if requested) outreach to potential donors on project funding.

Budget, Supervisory and Office Manager Responsibilities

• Prepare recommendations and manage the 10 operating budgets and control the cost of approved budgets in areas covered by scope of responsibility.
• Update forecast in Planful monthly.
• Supervise and manage the Office Services Specialist
• Ensure accuracy and timely completion of accounts payable and associated duties.
• Manage staff office space in Paepcke and Boettcher buildings, to include assignment of office spaces for visiting staff.
• Manage and review office seating plan for summer season and departmental staff changes.
• Review and approve the intern breakfast for the summer and coordination of the kickoff luncheon.

Aspen Meadows Trustee Townhomes

• Represent Aspen Institute as Secretary of the Aspen Meadows Townhouse Homeowners Association and assist President on townhouse business to include the HOA budget.
• Manage rental and maintenance for the two Aspen Institute-owned townhomes.
• Work with Aspen Meadows to ensure that the homes are kept clean and in working order.
• Develop and work on capital plans to renovate and update them as needed.
• Ensure that contracts are in place and being followed by all parties.
• Conduct walk-throughs of these units prior to arrivals and seasonally.
• Prepare and execute budgets for these units.
• Liaise with homeowners during campus buyouts to ensure that they have access to campus.
• Liaise with the hotel on the annual renewal of the HOA insurance policy to ensure consistent coverage and premiums.

Aspen Meadows Ditch Company

• President and representative from the Aspen Institute on Aspen Meadows Ditch Company.
• Plan yearly meetings, correspondence, and billing for Ditch Company shareholders.
• Approve work on ditch system.
• File annually with the Secretary of State all needed documents.

Other Responsibilities

• Act as a point of contact, ensuring availability for emergency calls and responding adequately.
• Ensure that guest comments and concerns are shared with appropriate organizational leadership.
• Comply with all policies and procedures of The Aspen Institute.
• Complete tasks and projects delegated by supervisor and assist other departments as business volumes and staff levels demand.
• Adhere to all procedures stated in the Employee Resource Guide.
• Act as back-up in absence of the Vice President of Facilities and Operations.
• Work with water attorneys and file records with the state annually.
• Maintain COIs for programs.
• Work with donors to maintain three garden spaces on campus.
• Plan the annual holiday celebration.

WHAT YOU WILL NEED TO THRIVE

• Minimum 10 years of professional experience in business management or related fields, and bachelor’s degree in a relevant course of study.
• Strong writing and communication skills.
• Some experience in event planning and implementation preferred.
• Keen sense of personal integrity and discretion with handling sensitive information.
• Proficiency with Microsoft Office Suite; ability to work with a variety of database systems and knowledge of Salto door system.
• Ability to establish and maintain positive working relationships with others, both internally and externally, to achieve the Aspen Institute’s goals.
• Ability to foster teamwork, work cooperatively with others to set goals, resolve problems and make decisions that enhance organizational effectiveness.
• Ability to set priorities and multi-task, monitor progress towards goals, create and implement action plans, and evaluate the process and results.
• Strong budget and management skills.
• Demonstrated knowledge of OSHA standards and application for working with chemicals and practicing OSHA safety-standards on all applicable jobs.
• Team player, able to work both independently as a self-starter, and cooperatively in a challenging, fast-paced, complex organization.
• Strong commitment to equity, inclusion and diversity.

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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