Administrative Associate

Aspen Institute

If the following job requirements and experience match your skills, please ensure you apply promptly.

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.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff.

The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others.

Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

ABOUT THIS ROLE

The Administrative Associate role requires a systems thinker who can proactively identify and solve administrative and operational challenges to improve the FT team’s efficiency.

The Associate must be well organized, flexible and able to manage multiple demands and priorities while maintaining a high level of attention to detail.

The position requires excellent time management and communication skills, superior knowledge of information technology, and an understanding of bookkeeping.

The Fresh Tracks Administrative Associate is a part-time position that reports to the Fresh Tracks Deputy Director. The expectation is to work 20 hours a week with an hourly rate of $37.

5 / hr. In accordance with our Reimagining Work policy, the Administrative Associate should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance.

WHAT YOU WILL DO

The Administrative Associate requires a systems thinker who can proactively identify and solve administrative and operational challenges to improve the FT team’s efficiency.

The Associate must be well organized, flexible and able to manage multiple demands and priorities while maintaining a high level of attention to detail.

The position requires excellent time management and communication skills, superior knowledge of information technology, and an understanding of bookkeeping.

Bookkeeping and Grant Management

• Perform basic bookkeeping duties including data input for expense reimbursements and vendor payments.
• Manage grant awards and related funding including reporting requirements and restrictions on use of funds.
• Liaise with the legal and finance department as needed for administrative contract and grant management.

Administration and Operations

• Monitor systems for file storage, calendaring, contracting, and grant management, recommending and implementing improvements as needed.
• Manage contact lists, information collection, and connection strategies in a data management system.
• Track projects using project management software i.e. Asana.
• Manage team file storage and other software applications.
• Schedule staff meetings, zooms or conference calls reserving meeting rooms as needed.
• Manage calendars for the Deputy Director, scheduling meetings and monitoring for conflicts.
• Provide general program administrative support as needed.
• Liaise with other administrative departments (such as IT, webteam etc.) when needed.

Event Management

• Manage travel, accommodation and program registration for staff and participants for convenings and events.
• Manage virtual and in-person programming logistics, including set up of zoom rooms, registration pages, lodging, etc.
• Assist program staff with the development of meeting materials, including, among other tasks, proofreading and formatting documents;

coordinating production and mailing of meeting folders preparing name badges, table tents and participant lists; and maintaining participants’ arrival / departure lists for off-site meetings.

• Serve as meeting support liaison for on-site or local meetings this may include ordering and picking up food, arriving early and setting up the meeting room.
• Provide essential support before and during on-site meetings, including serving as a resource for participants, liaison to facility management, management of set-up and refreshment of food / beverage arranging for and testing AV equipment, ensuring meeting supplies are available (flip charts, markers, projectors, etc.).

WHAT YOU WILL NEED TO THRIVE

• Minimum of 1 - 3 years of related program administrative experience, preferably in the nonprofit sector with a track record of effective management, accomplishment, and growth.
• 2+ years of project administrative experience preferred.
• Strong demonstrable writing and editing skills.
• Strong program planning and administrative skills; the ability to plan, organize and follow through with colleagues, partners and a variety of external constituencies.
• Experience managing and implementing convenings.
• Prior experience providing administrative assistance to nonprofits.
• Excellent computer skills required, specifically an expertise with : Microsoft Excel (including creation and maintenance of complex spreadsheets);

Microsoft PowerPoint (including development of dynamic PowerPoint presentations); and Microsoft Outlook (including managing multiple, complex calendars); Microsoft Word.

• Experience working with diverse audiences and a commitment to equity.
• Demonstrated ability to work both autonomously and as a team member; attention to detail and ability to manage multiple tasks.
• Strong customer service orientation : patience, listening, resourcefulness, and attention to detail.
• Good interpersonal skills, including political savviness with a desire to learn, sense of humor, and creativity.

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.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.

org or call (202) 736-5800.

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