Program Coordinator
The Aspen Institute
- Washington DC
- $53,000-56,000 per year
- Permanent
- Full-time
- Scheduling for executive director and project calls.
- Provide logistical support for staff meetings and functions.
- Ability to work and communicate with high-level and diverse stakeholders and audiences.
- Strong writing skills to draft, proofread, and finalize complex email correspondence and formal documents for speakers, participants, and other stakeholders (ex. invitations, publication announcements, convening-related logistics, thank you notes, etc.).
- Maintain, adapt, and use computer programs for tracking mailing lists and databases while ensuring quality control of data.
- Assist with production and dissemination process for publications and print materials.
- Conduct general research to support programming, events, and grant management.
- Process invoices, expenses, reimbursements, payment for services, etc. while ensuring correct coding/billing information and processes are followed.
- Support staff with document formatting, printing, materials preparation and organizing mailings.
- Other duties as assigned.
- Organize invitation lists and managing participant communications and RSVPs.
- Develop meeting materials, biography sheets and other convening-related needs.
- Create, maintain, and update event tracking lists and timelines.
- Assist in researching, identifying, and communicating with high-profile speakers for events.
- Arrange staff and participant travel and lodging arrangements.
- Provide logistical support for programs, roundtables, and other convenings, such as communicating with vendors and managing event production and setup details.
- Provide on-the-ground support during the events.
- Serve as a primary point of contact for hosts, vendors, and venues.
- Develop email campaigns for periodic mailings, including maintaining HMS databases.
- Coordinate with Institute Communications staff to promote HMS events and announcements on social media, including drafting social copy, creating graphics, and requesting posts/reposts.
- Maintain and update website content on a regular basis.
- Bachelor's degree required (Interest in public health, health policy or related field preferred).
- 1-2 years' administrative experience required, preferably in a non-profit setting.
- Superior attention to detail and ability to manage multiple tasks.
- Excellent computer skills required, specifically, expertise with Microsoft Office products.
- Proficiency with social media, website maintenance and email campaign using platforms such as WordPress and iContact.
- Working knowledge of popular design tools such as Canva, InDesign, and Illustrator
- Experience meeting deadlines while balancing multiple projects.
- Experience with publications production and dissemination is helpful.
- Excellent interpersonal skills, energy, and initiative.
- Creative problem-solving skills and professional and polished interpersonal skills.
- Demonstrated ability to work both independently and as part of a team, with roles often shifting rapidly or taking place concurrently.