Event Production Coordinator

ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve society’s greatest challenges. It is headquartered in Washington, DC, and has a campus in Aspen, Colorado, as well as an international network of partners.

ABOUT THIS ROLE

The Event Production Coordinator aids the Conference Services team by assuming a supporting role in the daily operations of the Institute’s event management team. Responsibilities include supporting various tasks associated with the event pre-planning process, supporting onsite events both in and out of Aspen, along with other crucial administrative duties.

The hourly rate for this position is $26/hr. This position will is term limited, set to end December 31, 2026, with the possibility to extend and/or reevaluate FLSA status as needed. 30-40/week on average unless otherwise noted. This position is will primarily work out of the Aspen, CO office, with some remote work occasionally permitted. There will be occasional travel for out-of-town events and more than 8-hour workdays during onsite event days.

WHAT YOU WILL DO

Administrative responsibilities

Answer general information phone calls and e-mails daily; keep shared inboxes organized as needed for specific events.
Join weekly or regular team meetings as requested.
Support communications with program and logistics teams.

Event-Specific Support

Support Conference Director, the ACS team, and program teams with pre-planning and development for designated ACS-contracted events
Support registration site builds and regular updates and maintenance through preferred platforms (Cvent, RainFocus, etc.)

Build and run registration reports; manage portal access and distribution for external stakeholders
Support integration needs between systems


Support systems integrations across event platforms
Support onsite registration logistics (badge printing) and join project management calls.
Assist with graphics coordination (either with a designer or through in-house systems); prepare and maintain list of production collateral needs.
Schedule meetings between logistics and conference staff; prepare and provide agendas and necessary information for meetings
Manage calendars and/or weekly agendas between core staff and policy or public program teams
Managing housing and/or travel for designated groups
Update staffing plans; help coordinate training, as necessary
Support volunteer program needs (recruitment, inquiries, onboarding)
Review correspondence to program attendees, including letters and e-mail blasts; provide support as needed in creation of program marketing materials
Join registration and/or venue management teams onsite during events to help support day-of logistical support at ACS-supported events

Venue Management, Registration, Travel Support Team, Logistics, Hospitality, etc.


Prepare event materials (venue boxes, printing, signage)
Other duties as required at the time of the programs/conferences

WHAT YOU WILL NEED TO THRIVE

Bachelor’s degree
Ideally at least one (1) year of event planning experience
Experience and proficiency in using registration platforms like Cvent

Must demonstrate a proactive ability to learn new platforms and
An interest in systems integration and data management


Proficiency in Internet use and Microsoft Office with strengths in Word, Excel, and Outlook. Adobe Creative Suite and HTML skills a plus.
Outstanding interpersonal and customer service skills
Ability to communicate clearly, appropriately and effectively with corporate contacts, event attendees, and Institute staff
Ability to always represent the Aspen Institute in a professional manner
Ability to handle multiple tasks with detail and precision
Excellent team skills

Physical Requirements & Work Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel. The employee is frequently required to stand, walk, sit, reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move 10 – 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

The noise level in the work environment is usually moderate.

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 hav questions about accessibility, please email [email protected] or call 202-736-2127 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.