The Aspen Institute

Executive

• Provides high-level administrative support, including managing calendars, scheduling meetings, and coordinating travel for senior staff;
• Manages correspondence including sorting and drafting emails, memos, and meeting/event materials;
• Prepares daily briefing materials and tracks follow-up items;
• Triages internal and external requests, ensuring timely, organized follow-up on key priorities;
• Maintains confidentiality and demonstrates discretion in handling sensitive materials and conversations;
• Keeps track of monthly expenses and receipts;
• Takes notes during internal and external meetings and convenings as needed;
• Supports team with administrative tasks as needed;
• Maintains CRM records and ensures timely data entry for events and contacts;
• Update web properties, including team updates, new blog posts, press releases, and reports;
• Manage and schedule social media platforms based on the Centers content calendar and in collaboration with internal comms teams

Executive Coordinator

Financial Planning and Analysis

• Oversee the financial systems for the Center for Leadership
• Monitor and track program and project expenses and revenues
• Update budget reports
• Prepare quarterly salary allocations in collaboration with Sr. Finance Manager
• Monitor and track program general ledger and conduct monthly budget reconciliation in collaboration with Sr. Finance Manager
• Review invoices from vendors and contractors and prepare requests for payment, ensuring that payments are made in a timely manner
• Oversee reimbursement processes for project-related events
• Manage the programs gifts and agreements processes in collaboration with the Office of Institutional Advancement
• Monitor the schedule of reporting deadlines and coordinate with Center colleagues to ensure financial reports are prepared, approved, and submitted on time
• Manage sub-granting processes by soliciting and monitoring reports from grantees, updating reporting, and generally overseeing grant management
• Work with program staff to prepare project budgets for proposals
• Oversee and maintain financial records on the programs funders, grantees, and contractors in collaboration with the Aspen Institute accounting department
• Work with Center staff to respond to funder requests for financial information
• Oversee other systems and platforms to ensure the operational excellence of the Center
• Coordinate consulting contracts and agreements, facilitating due diligence reviews, and act as a liaison with Aspen Institute legal department as needed
• Coordinate hiring and onboarding processes, and act as a liaison with the People and Culture team as needed
• Ensure that Center for Leadership financial information is accurate across all Aspen Institute Central Services platforms
• Ensure compliance with all Aspen Institute policies and procedures

Finance and Operations Manager

Director

• Establish and expand relationships with international partners and governments to support youth programming and connections
• Cultivate relationships to identify strong potential partners
• Craft partnerships that build on the Stevens Initiatives experience and deepen the impact, both with regard to scale and depth, of Stevens work
• Maintain strong ties to international partners and governments with a focus on the Middle East and North Africa
• Represent the Stevens Initiative before government leaders and heads of state
• Build partnerships that advance the Stevens Initiatives priorities and that are sustainable and scalable
• Establish a range of partnerships with non-governmental organizations that provide opportunities for scaling Stevens Initiatives work
• Collaborate with International programs within the Aspen Institute
• Cultivate relationships with Aspens 13 international programs to identify opportunities and shared interests
• Support opportunities for young people in the United States to connect with their peers in partner countries for impactful experiences
• Elevate opportunities for Aspen International programs to share in the work of other CRG programs by connecting through technology
• Build the field of innovative, impactful international exchange through technology
• Work with technologists and other innovators to identify new ways for young people to connect globally for impactful experiences
• Identify and support new opportunities for youth connection and elevate the impact of the work
• Encourage others to support new means of connecting young people globally
• Elevate stories of impactful youth connection
• Serve as a hub for bringing together technologists, educators, and program leaders who can collaborate to create new experiences for young people
• Manage US State Department program
• Manage the staff associated with and funded by federal programs
• Maintain relationships with US State Department team
• Manage and fulfill responsibilities associated with State Department grants
• Support grantees and gather lessons based on grantee experiences.

Executive Director

Operations

• Serve as a go-to resource for colleagues navigating Airtable and provide technical assistance.
• Build and update Airtable pages and maintain data quality and integrity.
• Process invoices, reimbursements, and vendor payments.
• Own end-to-end logistics for all BSP NYC dinners and produce event materials.
• Assist in supporting logistics for the Economic Mobility and First Movers Fellowship recruitment processes.
• Manage BSP's shared inboxes and respond to inquiries.
• Support the Senior Program Manager in identifying team process improvements.
• Draft and schedule posts for BSP's LinkedIn presence and maintain communication infrastructure.

Executive Coordinator

Finance and Operations Manager

Executive Director

Program & Operations Coordinator