Program Coordinator, Technology Leaders Initiative

Responsibilities

Seminar Management

• Lead the planning and execution of 2+ global seminars annually, each lasting 4 to 6 days each, for a cohort of 20 senior leaders.
• Build project plans, tracking milestone achievement, and proactively identifying and addressing potential obstacles.
• Coordinate complex logistical arrangements, including selecting and securing a conference venue, planning meals and conference logistics, supporting coordination of participant travel, booking accommodations, and organizing transportation and special activities.
• Oversee the end-to-end materials production process, ranging from seminar readings to on-site materials.
• Provide clear and timely communication to Fellows and moderators, including logistics emails and materials in advance of each seminar and alumni engagement in between gatherings.
• Develop and maintain comprehensive documentation of project workflows, seminar evaluation, and lessons learned.
• Implement effective project management tools and technologies to enhance efficiency and transparency.

Partner and Program Management

• Own and manage all aspects of events execution outside of seminars (alumni gatherings; partner events; inter-Aspen events), running budgeting and logistics for multiple events per quarter.
• Lead stakeholder engagement and follow-up, ensuring a positive partner and alumni experience.
• Manage all attendees’ outreach, communication and follow up.
• Liaise with internal AGLN teams ranging from supporting website updates to external Fellowship communications.
• Periodic research and technology ecosystem mapping projects.

Program Financials

• Manage seminar-related expenses and program budget tracking to ensure financial alignment with planning expectations.
• Process invoices, expenses, reimbursements, etc. to ensure vendors, moderators, and others receive payment/reimbursements in a timely manner after seminars.
• Maintain financial records and receipts for TLI Seminars and events expenses.

Administrative Support

• Schedule all internal and partner meetings and manage follow-up, ensuring seamless communication in support of the program’s growth.
• Support program data management, including Salesforce and other platforms, to track nominees, Fellows, and alumni through their journey with the Aspen Institute.

Skillset

• Bachelor’s degree and minimum of 1-3 years prior experience in a logistics/operations role.
• Excellent logistical and organizational skills.
• Ability to work with and respect people of different cultures, viewpoints, and religions, and use great discretion in sharing personal positions.
• Demonstrated history of professionalism and strong attention to detail.
• Ability to stay flexible and adaptable while maintaining a positive demeanor.
• Excellent oral and written communication skills.
• Competency with Microsoft Office programs, such as Excel, is required; experience with Salesforce and Concur is preferred.
• This position requires frequent travel (approximately 20% of the time).