Program Assistant

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.

ASPEN POLICY ACADEMY

The Aspen Institutes Policy Academy helps community leaders and experts across the political spectrum elevate their voices influence key decisions and strengthen democracy from the ground up. We believe that the people closest to problems are best positioned to come up with solutions so we work to empower citizens to have a say in the decisions that affect them. Our innovative training programs and resources equip people across sectors from tech to the environment science to civic engagement with the skills to shape critical policy efforts. Were building an America where everyone is engaged in our democratic processand has the power to make a difference. The Academys predecessor the Aspen Tech Policy Hub has helped more than 100 alumni and staff gain government experience and successfully change policies across federal and state governments.

ABOUT THIS ROLE

The Program Assistant provides operational administrative communications and events support to Aspen Policy Academy programs. Responsibilities will include supporting finance contracting and other operational processes; supporting writing and editing efforts; and assisting in special projects such as curriculum development. The Program Assistant will work closely with the small Academy team and will benefit from close mentorship from Academy and Aspen Digital leadership. They will also attend most Academy training program sessions giving them exposure to critical skills in policy advocacy and policymaking and the opportunity to hear from exciting guest speakers and policy leaders.

The ideal candidate is a multi-talented entry-level professional who has a passion for handling a wide range of operational logistical and communications tasks; demonstrates professional communication skills; is creative and eager to learn on the job; is excited about balancing multiple often simultaneous activities; and has extremely high standards for the quality of their work. The role is a good fit for candidates seeking experience in the wide range of skills and capabilities needed to manage and operate a nonprofit organization and to learn more about the policy space.

The Program Assistant will report to the Academys Strategy and Operations Manager who reports to the Academys Director. The salary range for this role is $60000 $65000. Bay Area-based candidates are preferred. Remote candidates must be willing to work mostly Pacific hours and to relocate to the Bay Area for a month every summer to help run our annual in-person fellowship program.

WHAT YOU WILL DO

Program Support

• Assist with recruitment efforts for the Academy organizing and executing outreach reviewing applications corresponding with applicants and managing contracts.
• Manage weekly operations for select Academy programs including taking attendance tracking participation and accomplishments managing electronic filing and contact systems and collecting assignments.
• Organize curriculum material for select Academy programs including drafting syllabi prepping slides and sometimes communicating with speakers.
• Attend in-person and virtual sessions of Academy training programs.
• Identify opportunities to improve the quality and efficiency of the program and implement improvements as directed.

Finance Contracting and Other Operations Work

• Process invoices expenses reimbursements and payments for services for Academy vendors and speakers.
• Develop and maintain organization systems to keep track of finances grants and contracts.
• Ensure that internal Academy guides on finance contracting and other operations are up to date.
• Draft initial contracts for Academy vendors and coordinate revisions where necessary.
• Schedule team-wide and external meetings.
• Provide logistical support for high-profile and well-attended briefings forums roundtables and other convenings such as managing backend Zoom webinar settings and leading in-person event setup.

Communications and External Relations

• Serve as the first point of contact for outside inquiries. Handle written telephone and web requests for information.
• Serve as a backup for communications staff members which could include crafting content for social media accounts the Academys website newsletters and grant reports.
• Support initiatives that will broaden awareness of the Academys programs and activities.
• Proofread white papers policy briefs and other products written by science and technology experts prior to publication.
• Manage relationships with external contractors and vendors ensuring they complete work and are paid on time.

Other

• Execute special projects for the Academy as necessary conducting research and operational support.
• Participate in Academy strategic planning processes.
• Take notes in stakeholder meetings and disseminate follow-up materials.
• Pitch in to support other Academy staffers and priorities as needed.

WHAT YOU WILL NEED TO THRIVE

• HS Diploma 1-2 years experience bachelors preferred.
• Passion for operations work and strong attention to detail.
• Strong demonstrable writing editing and professional communications skills.
• Strong interest in and passion for policy work.
• Superior attention to detail and ability to manage multiple tasks.
• Excellent computer skills required specifically expertise with Microsoft Office and Google Workspace products; Airtable and graphic design software experience.
• Creative problem-solving skills and professional and polished interpersonal skills.
• A desire to learn a sense of humor flexibility and resourcefulness.

HOW TO APPLY

Applicants must submit a cover letter and resume to be considered. Applicants without a cover letter will not be considered. Since strong writing skills are a key qualification for this role candidates who heavily rely on generative AI to prepare their cover letters may not be a good fit.

For various reasons amazing talent hesitate to apply for positions for which they could potentially be a great fit. We strongly encourage you to apply for this position if it aligns with your career interests and skill set even if you are not sure whether you meet all of the qualifications.

Our first review date for applications will be November 7th. Applicants who apply by that date will be given priority review.

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.

The Aspen Institute welcomes individuals with disabilities to participate in its programs including the interview process. If you would like to request accommodations or have questions about accessibility please email or call in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests subject to availability.