8 days old

Program Assistant, Energy & Environment Program

The Aspen Institute
Washington, DC 20037
  • Job Code
    122106026

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.

The Aspen Institute Energy and Environment Program explores significant challenges with diverse thinkers and doers to make a more prosperous, equitable, and sustainable society for all. We address critical energy, environmental, and climate change issues through non-partisan, non-ideological convening, with the specific intent of bringing together diverse stakeholders to improve the process and progress of policy-level dialogue. This enables EEP to sit at a critical intersection in the conversation and bring together diverse groups of expert stakeholders. In addition to energy and environmental policy, which the program has been addressing for several decades, EEP is now actively and purposefully engaging in climate change policy mitigating the effects of climate change, adapting to the inevitable impacts of climate change, and the international cooperation needed to achieve these goals.

To apply for this position please follow the instructions at the bottom of this position description.

BASIC FUNCTION:

The Program Assistant will serve as primary support staff to the Executive Director (ED) of the Energy & Environment Program. In this role, the Program Assistant will manage the ED's daily and longer-term schedule, prioritize meeting and event invitations, manage correspondence between the ED and outside stakeholders, coordinate with team members, create a daily briefing book so that the ED knows what meetings are that day and what items need to be discussed at each, track and follow through on ED action items, and coordinate other meetings, events, projects, and other items as needed. This position requires very strong attention to detail and the ability to follow up on many items in both the short and longer-term.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Program Assistant 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.

Executive Administrative Support (70%)

  • Provide administrative support for the Executive Director, and other senior staff as needed, including setting up and scheduling meetings, booking travel, corresponding with internal and external stakeholders, and preparing meeting notes;
  • Creating a daily briefing book for the ED, track and follow through on action items, and coordinate other meetings as needed.
  • Coordinating individual and program schedules;
  • Preparing, reviewing, and editing correspondence and other communications materials.
  • Gathering background information on speaking engagements and other presentations and preparing materials from EEP staff so that the ED is adequately prepared for the meeting.
  • Administrative and Financial Management [10%] - Oversees administrative and financial functions, including but not limited to:
  • Create agendas for regular team meetings and take notes and action items for ED in team meetings and one on one check in's with EEP team members;Scheduling team meetings and other check ins;
  • Processing requests for payment, including payments through Concur; and managing and tracking invoices for the program.

General Team Support [10%]

  • Support project leads in coordinating conference logistics and contact with participants to ensure efficient implementation;
  • Track RSVP's to meetings, prepare meeting materials, and help with meeting logistics;
  • Preparing, reviewing and editing correspondence and other communications materials.
  • Organizing travel arrangements

Information Systems Management [10%] Assume primary responsibility for the management and maintenance of program information systems, including but not limited to:

  • computerized resources, lists of participants and other contacts, administrative files, subject files, and online resources;
  • communications activities, including drafting letters, maintaining website, disseminating publications, responding to inquiries, proofing copy, etc.;
  • maintaining master calendar for program.

KNOWLEDGE, EDUCATION, AND EXPERIENCE:

  • Bachelor's degree preferred;
  • Excellent attention to detail, organizational abilities, and time management skills;
  • Strong verbal skills and writing and editing skills are essential;
  • Ability to work well independently and as part of a team
  • Strong interpersonal skills, energy, and initiative;
  • Strong knowledge of Microsoft Office Suite, including Outlook and OneNote;
  • Strong writing and editing skills, particularly in correspondence;
  • Ability to be proactive in a fast-paced environment and anticipating senior staff needs.

TO APPLY FOR THIS POSITION:

  • Please submit the application through the Aspen Institute web portal. Applications completed through other portals will not be reviewed.
  • Please submit your resume and a one-page cover letter that includes:
    • Your experience in managing your or someone else's time;
    • How you keep yourself organized; and
    • What type of work environment you do best in.

Note: This position will be based in the Washington DC office when the Aspen Institute returns to its office on a permanent basis. A successful candidate will be expected to be within commuting distance to the DC office or to relocate upon return to the office.

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.

Candidate must have the ability to work under pressure and handle stress. Candidate must also have the ability to meet the regular attendance policy of the Aspen Institute.



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Posted: 2020-07-30 Expires: 2020-08-30

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Program Assistant, Energy & Environment Program

The Aspen Institute
Washington, DC 20037

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