Energy and Environment Program Coordinator, The Aspen Institute – Washington, DC

Organization: The Aspen Institute

Position Title: Energy and Environment Program Coordinator

Location: Washington, DC

Application Deadline: Position open until filled

Description: The Program Coordinator will work directly with EEP Executive Director, Deputy Director, Senior Project Managers, other Aspen Institute staff and external vendors to support the program’s various energy, environment, and sustainability projects and events by providing event planning and logistics, high touch correspondence with external stakeholders, research and writing, data maintenance, communications management, project finances, materials development and distribution, and related activities.

Responsibilities: The Program Coordinator is primarily tasked with leading all administrative and logistical details associated with the Program’s annual energy and water forums, dialogues, public forums and roundtable events.

Forum, Dialogue and General Meeting Coordination

Lead the administrative functions associated with EEP events, including but not limited to:

• Conducting primary and secondary research to support programming (agenda development, participants, bios, background info, etc.)
• Producing draft invitations and thank you letters, track RSVPs, prepare correspondence regarding event and participant logistics and disseminate to participants
• Contacting/following up with invitees and attendees
• Coordinating logistics for EEP events including participant travel and lodging/rooming lists.
• Managing agenda and participant lists
• Assisting in venue selection and management of communications with venue, catering, and other contracted services, (e.g. caterers, meeting venues, transportation companies, AV etc.)
• Serving as lead Administrative POC for on-site events; Manage on-site event preparation and logistics

Research and Communications

• Draft communications materials for EEP events for emails, web and social media
• Draft, proofread and format final drafts of correspondence, reports, and publications produced by EEP team
• Review and summarize conference/event content related to EEPs forums and dialogues
• Draft grant proposals and donor reports, assist in preparation of other grant reporting requirements and/or deliverables
• Update project websites on a regular basis – keeping them current and accurate
• Managing the Program’s website pages; uploading materials to websites; and general communications support
• Overseeing document and publication production (editing, organizing and dissemination)
• Conduct research and provide additional support as needed for EEP research and communications efforts

General Team Support:The Project Coordinator will also provide general support for all Aspen EEP projects which includes:

• Administrative support for senior staff and general project and program support
• Coordinating individual staff and program schedules
• General correspondence, including preparing and tracking group email and mailings; mail merges
• Preparing team meeting notes, ordering supplies, delivering materials, background research etc.

Qualifications:

• Bachelor’s degree with at least 4 years of experience in a professional environment required
• Think tank/NGO, government (Hill) or business work experience required
• Event management experience required
• Experience in domestic and global environmental, energy, sustainability and policy issues preferred
• Excellent computer skills (excellent knowledge of Microsoft Office Suite) required. (HTML and social media experience preferred)
• Excellent research, communication, organizational and writing skills required
• Vendor management experience highly preferred.
• Proficiency with website management software and procedures e.g. RegOnline, Raiser’s Edge and Salesforce. Ability to learn new website management programs quickly and manage data input and track output efficiently
• The ability to plan, organize and follow through with senior staff and a variety of constituencies with little to no prompting.
• Ability to be proactive in fast-paced environment and anticipating event and/or senior staff needs
• Strong verbal and written communication skills are essential
• Excellent interpersonal skills and ability to work with variety of internal and external constituencies
• Excellent attention to detail, organizational abilities and time management skills required.
• Ability to handle multiple tasks with detail, precision, accuracy and speed required
• Internalized understanding of the need for prolonged attention to detail and ability to manage multiple tasks.
• Ability to work well independently and as part of a team
• Excellent interpersonal skills, energy, and initiative required
• Ability to take direction, successfully work under pressure, and manage multiple tasks simultaneously with little daily supervision
• Ability to be flexible and work on multiple projects at once in a fast-paced and rapidly-changing environment
• Ability to work nights and weekends with little advance warning
• Ability and willingness to travel at least 10-15 percent to staff events

How to Apply: Visit the Aspen Institute’s career page, www.aspeninstitute.org, and follow the instructions to submit a cover letter and resume. The cover letter should highlight applicant’s specific qualifications for this position. Applications without a cover letter may not receive full consideration.