| Job description |
| Job description: |
The Aspen Institute, is an international nonprofit organization dedicated to fostering enlightened leadership and open-minded dialogue. Through seminars, policy programs, conferences and leadership development initiatives, the Institute and its international partners seek to promote nonpartisan inquiry and an appreciation for timeless values.
The Project Manager assists the Executive Director, Associate Director and other program staff in most aspects of the Program by assuming a primary role in the management and coordination of project conferences, policy dialogues, materials, logistics and participant travel, and by providing general administrative support.
Essential Duties And Responsibilities:
The Program is looking for a mature and detail-oriented self-starter with superb organizational and communication skills to manage all aspects of project execution. The Project Manager assumes primary responsibility for coordinating all program and administrative activity related to the successful functioning of specific projects including project research and development, correspondence, data maintenance, project finances, conferences, materials, logistics and participant travel. The essential duties and responsibilities are below. Other responsibilities may be added as necessary.
Project Management and Coordinating Responsibilities:
- Develop and manage project schedule in consultation with Directors and consultant
- Research necessary information on potential conference topics and participants by verifying names, titles, addresses, and biographical and other information
- Develop meeting agendas for policy dialogues and programs in consultation with the Executive Director and Associate Director
- Thoughtfully design and research background reading compilations for conference participants
- Coordinate with seminar/conference site management all logistical information including room(s) set-up, schedules, audio-visual needs, etc.
- Register participants and ensure that participant/guest lists are accurate
- Coordinate travel arrangements, room accommodations, meal selections, entertainment, and special requests of participants and guests
- Prepare nameplates, seminar/conference welcoming package agendas, etc., reviewing same on-site for accuracy
- Manage office communications by relaying and obtain information through contact with others through correspondence, phone, fax and computer, and organizing internal office communications such as files and schedules
- Write press releases, answer general correspondence, and design mass mailing letters and enclosures
- Maintain communication with participants/guests regarding seminar information as needed
- Monitor financial aspects of foundation grants and ensuring program compliance with other requirements of grants awards.
- Perform other duties as required at the time of the conference
- Travel required
Administrative and Financial Management:
- Process invoices, expenses, budgetary items, and maintain necessary records
- Compose and type letters, memoranda, reports, forms, contracts and similar items from verbal instructions, notes, drafts, or independently
- Perform mail merges for invitations, reply forms, follow-up letters, background material cover letters, welcome letters, and thank you letters
- Assist in maintaining Program's mailing list and electronic Rolodex by researching and updating names and addresses
- Perform other administrative and secretarial duties to assist Directors, other Project Managers, and consultants as assigned by Director or Associate Director
- Maintain web pages for programs and policy dialogues
Shared Responsibilities:
- Support major public forums in collaboration with other staff as needed.
- Perform the following responsibilities in conjunction with other Project Managers:
- Organize and maintain program files
- Collect and process invoices, expenses, reimbursements, payments for services, etc.
- Proofread outgoing documents and correspondence
- Support the Executive Director
- Identify opportunities to improve the quality and efficiency of the Program and The Aspen Institute
- Assist in design and strategic planning for the Energy and Environment Program
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| Req. candidate profile : |
Requirements:
The ideal candidate will possess the following skills and attributes:
- Master’s Degree with a minimum of three years experience or Bachelor’s Degree with a minimum of five years experience in environmental policy or science.
- Environmental policy or environmental science education/background in sustainability, climate change, and/or energy.
- Previous administrative experience.
- Demonstrated computer proficiency.
- Excellent research skills using the Internet.
- Excellent verbal and written communication skills.
- Flexible schedule—travel is required.
- Capable of working with minimal direction and as part of a team in a fast-paced, high-pressure environment.
Level Of Authority:
- Non-supervisory position
- No budget authority
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| How to apply : |
Register to view
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| Third party mediation allowed : |
No |
| Telecommute : |
No |
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