What are the responsibilities and job description for the Program Coordinator (Temporary), Aspen Ideas: Health position at The Aspen Institute?
ABOUT US
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.
ASPEN IDEAS: HEALTH
Aspen Ideas: Health is the opening session of the Aspen Ideas Festival, the nation's premier public gathering for leaders from around the globe to engage in the deep and inquisitive issues and ideas that shape our lives. Aspen Ideas: Health presents cutting edge content on health and medicinealways through a global lens. Stimulating and often provocative, the program features some of the worlds leading doers, thinkers, and visionaries; the icons and the up-and-comers of our time.
ABOUT THIS ROLE
This position will be remote, and will work with the Aspen Ideas: Health team based in Washington, DC. We seek an organized, self-starting Speaker Coordinator with strong communication skills paired with superb event coordination experience to support the development of Aspen Ideas: Health. The coordinator will be on the ground in Aspen, CO during the event in June.
The annualized salary range for this role is $56,000 - $64,000 a year. This is a fulltime 6-month temporary position set to conclude September 15, 2026. This remote role requires travel to Aspen, Co for on ground support, with longer hours expected during the month of June.
WHAT YOU WILL DO
Event and Speaker Management Responsibilities:
- Prepare Aspen Ideas: Health speaker invitations and correspondence. Working with AIH team, tailor invitations to individual speakers and ensure delivery in a timely manner. Help to research speaker contact information. Follow-up on speaker invitations in a timely manner.
- Coordinate calls with speakers and editorial team.
- Create, send, and track speaker registration materials.
- Gather all speaker collateral (headshots, bios, contact information, etc.).
- Manage speaker database and ensure information is up-to-date.
- Speaker reporting: generate weekly speaker list and demographic report and circulate to team. Other speaker database reporting for meetings and presentations as requested.
- Communicate with speakers regarding logistical details of event, both before the event as well as on the ground.
- Manage all speaker copyright and license agreements for event, including procuring signatures, filing, and requesting missing copyright agreements.
- Coordinate and schedule speakers for book signings and manage signings during the event.
- Create and manage post-event speaker thank you letters and all post-event reporting efforts.
- Create and manage post-event survey, working with communications staff.
- Work with Communications staff on marketing, web content, social, and program materials related to speakers.
- Support speaker reimbursements and vendor invoices as needed.
Administrative Responsibilities:
- Program billing as appropriate.
- Scheduling of calls as needed.
- Attending speaker and team calls.
- Reporting on speaker data.
- Other administrative tasks assigned by Managing Director, as necessary.
WHAT YOU WILL NEED TO THRIVE
- Bachelors or advanced degree in public health, political science, environmental studies, journalism, nursing, medicine, education, or a related field required.
- Demonstrated interest in health, health policy, medicine, and/or international public health.
- Support for and knowledge of Aspen Ideas: Health.
- Excellent writing and communications skills with a keen attention to detail.
- Highly organized, with the ability to work independently and manage multiple priorities.
- Thrives under pressure and firm deadlines, and excels in fast-paced environments.
- Desire to work in a team and actively contribute in all team meetings.
- Social media and web experience a plus.
- Previous high-level experience with event management/execution.
- Professionalism, initiative, and responsiveness.
- Respect and value diversity.
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.
The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or have questions about accessibility, please email hrsupport@aspeninstitute.org or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.
Salary : $56,000 - $64,000