Events and Programming Coordinator, Society of Fellows

Website The Aspen Institute Aspen,

Job Description

Program Description:

The Society of Fellows (SOF) is a national community of Aspen Institute supporters who actively participate in Aspen Institute programs, act as advocates and ambassadors, and help financially sustain the Institute’s work. Founded in 1964, the Society of Fellows has more than 1,700 members nationally who share a passion for the Aspen Institute and provide important unrestricted financial support. In thanks for their generous support, SOF members have access to over 50 member-exclusive events every year in Aspen, Los Angeles, Miami, New York City, Palm Beach, San Diego, San Francisco, Washington, DC, and other locations around the country. The Society of Fellows team is an eight-person staff within the Office of Institutional Advancement. The SOF team engages Society of Fellows members to secure support that furthers the mission and all the work of the Aspen Institute.

Basic Function: The Events and Programming Coordinator for the Society of Fellows (SOF) is a key player in the SOF team responsible for planning and executing over twenty-five SOF events annually. The coordinator may travel to Denver, Los Angeles, San Diego, and San Francisco, as well as to other locations in the country for SOF events and Aspen Institute programming. In addition to event planning and logistics, this coordinator will research speakers and unique content ideas for events. This position will focus on events in Aspen and on the West Coast and reports to the Aspen Regional Director of the Society of Fellows.

Essential Duties and Responsibilities:

  • Event Planning and Execution: Plan and execute SOF programs, including securing venues, drafting staffing plans and runs-of-show, overseeing registration process, tracking attendance lists, generating nametags, drafting and sending event invitations, vendor management (catering, rentals, décor, audio/video recording management, photography, valet, security, etc.), adherence to budget, invoice tracking and payment, staffing, NPSP page set up, backend Zoom logistics for virtual programs, and post-event follow up.
  • Programming: Supporting role in coordinating overall balance of content for 50+ programs each year including researching and maintaining an active list of speakers and topics, managing speaker communications, booking speaker travel, preparing readings and background materials, and ensuring dynamic and unique programmatic offerings.
  • Communications: Assist with SOF newsletter and manage regionally based communications schedule and editing process, including invitations, reminders, and any other special messages and announcements.
  • Special Projects Support: Coordinate special projects or programs as directed by Aspen Regional Director.
  • Billing Support: Submitting requests for payment and processing payment requests in a timely manner.
  • Database and Software User: Assist with data entry, data cleanup, and producing basic reports, including event registrant lists using Non-Profit Success Pack (NPSP) in Salesforce.
  • General Administrative Assistance: Support the SOF team with mailings, calendaring, scheduling, website updates, member portal, and other administrative tasks.

Principal Interactions:

Interacts routinely with the SOF team, the Office of Institutional Advancement department, and Aspen Institute employees at large; SOF members and Aspen Institute trustees; high-profile thought leaders and experts in a variety of fields.

Knowledge, Education, and Experience:

  • Bachelor’s degree preferred.
  • At least 2 years of professional experience in non-profit event planning and content programming.
  • Heightened sense of creativity, ability to innovate, think outside of the box, and be forward-thinking in approach to programming and problem solving.
  • Deliverables-focused professional who can work comfortably in a fast-paced, collaborative environment. Able to work effectively with various team members on multiple projects at once.
  • Highly detail-oriented and organized with ability to manage various deadlines.
  • Passionate interest in current events, cultural trends, and ideas related to The Aspen Institute’s work and mission.
  • Strong ability to quickly master the CRM database and project management software. Salesforce experience preferred.
  • Keen sense of personal integrity and discretion with handling sensitive information.
  • Excellent interpersonal skills and experience working with high level colleagues and donors. Ability to represent The Aspen Institute to donors in a positive, knowledgeable, and professional manner.
  • Exemplary customer service skills when interacting with donors or other external parties.
  • Excellent administrative skills with effective management of time in a deadline-intensive environment.
  • Excellent writing and editing skills for effective communications with event speakers.

Level of Authority:

  • No supervisory authority.
  • No budgetary authority.

Note:

  • Opportunity to build development and event production skills from experienced team.

Applications will be reviewed on a rolling basis and candidates are encouraged to apply as soon as possible.

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