The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. The Program Coordinator will support the development of Aspen Ideas: Health, managing speaker coordination and event logistics, while working closely with the team and ensuring a successful event.
Responsibilities
- Prepare Aspen Ideas: Health speaker invitations and correspondence. Working with AIH team, tailor invitations to individual speakers and ensure delivery in a timely manner. Help to research speaker contact information. Follow-up on speaker invitations in a timely manner
- Coordinate calls with speakers and editorial team
- Create, send, and track speaker registration materials
- Gather all speaker collateral (headshots, bios, contact information, etc.)
- Manage speaker database and ensure information is up-to-date
- Speaker reporting: generate weekly speaker list and demographic report and circulate to team. Other speaker database reporting for meetings and presentations as requested
- Communicate with speakers regarding logistical details of event, both before the event as well as on the ground
- Manage all speaker copyright and license agreements for event, including procuring signatures, filing, and requesting missing copyright agreements
- Coordinate and schedule speakers for book signings and manage signings during the event
- Create and manage post-event speaker thank you letters and all post-event reporting efforts
- Create and manage post-event survey, working with communications staff
- Work with Communications staff on marketing, web content, social, and program materials related to speakers
- Support speaker reimbursements and vendor invoices as needed
- Program billing as appropriate
- Scheduling of calls as needed
- Attending speaker and team calls
- Reporting on speaker data
- Other administrative tasks assigned by Managing Director, as necessary
Skills
- Bachelor's or advanced degree in public health, political science, environmental studies, journalism, nursing, medicine, education, or a related field required
- Demonstrated interest in health, health policy, medicine, and/or international public health
- Support for and knowledge of Aspen Ideas: Health
- Excellent writing and communications skills with a keen attention to detail
- Highly organized, with the ability to work independently and manage multiple priorities
- Thrives under pressure and firm deadlines, and excels in fast-paced environments
- Desire to work in a team and actively contribute in all team meetings
- Professionalism, initiative, and responsiveness
- Respect and value diversity
- Social media and web experience a plus
- Previous high-level experience with event management/execution
Benefits
- Health, dental, vision, and prescription benefits
- Retirement benefits
- Paid leave
Company Overview
Our Purpose: We ignite human potential to build understanding and create new possibilities for a better world. It was founded in 2023, and is headquartered in Washington, District of Columbia, USA, with a workforce of 201-500 employees. Its website is https://www.aspeninstitute.org/programs/digital-equity-accelerator.
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