Aspen Institute
Program Coordinator, Seminars & Events (DC or NYC)
Aspen Institute, Washington, District Of Columbia, United States, 20599
Program Coordinator
The Program Coordinator plays a vital role in delivering the FLF experience by managing global seminar logistics, supporting alumni engagement, and ensuring smooth day-to-day operations. The Fellowship's seminars are the cornerstone of the Fellowship experience. These dialogue-driven gatherings invite Fellows to engage with timeless texts, question assumptions, and build the trust that fuels transformative leadership. This role is critical to ensuring these high-impact, high-touch experiences run seamlessly. The Program Coordinator role is a full-time, term-limited position starting from September 2025 through December 2026, reporting to the Deputy Director. This position is eligible for extension pending manager and budget approval. The salary range for this role is $52,500 - $60,000. The position is based in the Aspen Institute's Washington, D.C. or New York City office, with a requirement to work in-office at least 40% of the time. The position involves domestic and international travel up to eight times during the term and will require extended hoursincluding evenings and weekendsduring scheduled seminars; time worked over weekends will be offset with comp days after a seminar's conclusion. What You Will Do
Seminars Management Plan and execute 5-7 global seminars annually, each lasting 5 to 7 days, managing all aspects of event operations including hotel accommodations, meals, on-site vendors, ground transportation, AV requirements, and special activities to ensure a seamless and impactful experience. Involves travel to seminar sites and leads on-site staffing and logistics. Source and secure appropriate venues and lodging, negotiate contracts, and manage vendor relationships. Prepare and print materials for each seminar. Provide clear and timely communication to Fellows and moderators, including logistics emails and materials in advance of each seminar. Lead and manage seminar support staff, serving as the on-the-ground advisor to the Fellowship team for real-time problem-solving and feedback. Lead pre and post seminar follow-up, including prep and debrief calls and compiling the post-seminar evaluation. Support the seminar journey arc and continuously improve programming to deepen Fellow engagement and enhance the overall experience. Handle other seminar-related responsibilities as needed. Seminar Curriculum In collaboration with the Fellowship Co-Founders and Deputy Director, finalize seminar curriculum 45 months ahead of each seminar. Oversee the end-to-end readings production process, including: Submit the finalized curriculum to the Aspen curriculum team and requesting both bound books and PDFs. Review the final PDF for accuracy and correcting any errors. Coordinate the shipment of 30+ readers per seminar. Alumni/Fellow Engagement In partnership with the Deputy Director, support the Finance Leaders Fellowship's second-ever multi-class convening in Washington, DC (April 2326, 2026) by managing logistics, including event registration, hotel accommodations, venue coordination, meals, and more. In partnership with the Deputy Director, support the Alumni Engagement Steering Committee by coordinating meetings, capturing notes and minutes, and leading all follow-up actions. Use our primary communication channel, WhatsApp, to send out regular updates to our community. Manage the calendar invites for Fellow monthly check-in calls. Create personalized connections to active Fellows during their two-year Fellowship. Reunion Optimization and Support Provide support for reunion programming and structure, including readings, moderators, curated reading selections, suggested itineraries and activities (Reunion Support in a Box). Interact with reunion planners on photos for use in the newsletter and other materials. Finance Leaders Fellowship Moderator Corps Onboard and track FLF moderators throughout the AGLN moderator training process. Coordinate with travel agency to arrange flights for moderators attending training and seminars. Draft and issue annual moderator agreements outlining expectations and the reimbursement process. Program Financials Create and oversee annual seminar-related budget projections and actuals, managing related expenses and general ledger tracking. 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 FLF Seminars and reunion expenses. Oversee seminar budgets, track expenses, and ensure financial alignment with planning expectations. Administrative Support Schedule pertinent meetings. Maintain Program data, including Salesforce, and other platforms. What You Will Need To Thrive
Bachelor's degree required. Minimum of 1-3 years prior experience supporting an educational or exchange program and/or conducting meetings or events. 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. Excellent professionalism. Attention to detail. Flexibility and good humor. Excellent oral and written communication skills. A high level of competency with Microsoft Office programs such as Excel, required; Website maintenance and design as well as experience with Raisers Edge or Salesforce preferred. This position requires frequent travel (approximately 40% of time). Must be legally authorized to work in the United States. 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.
The Program Coordinator plays a vital role in delivering the FLF experience by managing global seminar logistics, supporting alumni engagement, and ensuring smooth day-to-day operations. The Fellowship's seminars are the cornerstone of the Fellowship experience. These dialogue-driven gatherings invite Fellows to engage with timeless texts, question assumptions, and build the trust that fuels transformative leadership. This role is critical to ensuring these high-impact, high-touch experiences run seamlessly. The Program Coordinator role is a full-time, term-limited position starting from September 2025 through December 2026, reporting to the Deputy Director. This position is eligible for extension pending manager and budget approval. The salary range for this role is $52,500 - $60,000. The position is based in the Aspen Institute's Washington, D.C. or New York City office, with a requirement to work in-office at least 40% of the time. The position involves domestic and international travel up to eight times during the term and will require extended hoursincluding evenings and weekendsduring scheduled seminars; time worked over weekends will be offset with comp days after a seminar's conclusion. What You Will Do
Seminars Management Plan and execute 5-7 global seminars annually, each lasting 5 to 7 days, managing all aspects of event operations including hotel accommodations, meals, on-site vendors, ground transportation, AV requirements, and special activities to ensure a seamless and impactful experience. Involves travel to seminar sites and leads on-site staffing and logistics. Source and secure appropriate venues and lodging, negotiate contracts, and manage vendor relationships. Prepare and print materials for each seminar. Provide clear and timely communication to Fellows and moderators, including logistics emails and materials in advance of each seminar. Lead and manage seminar support staff, serving as the on-the-ground advisor to the Fellowship team for real-time problem-solving and feedback. Lead pre and post seminar follow-up, including prep and debrief calls and compiling the post-seminar evaluation. Support the seminar journey arc and continuously improve programming to deepen Fellow engagement and enhance the overall experience. Handle other seminar-related responsibilities as needed. Seminar Curriculum In collaboration with the Fellowship Co-Founders and Deputy Director, finalize seminar curriculum 45 months ahead of each seminar. Oversee the end-to-end readings production process, including: Submit the finalized curriculum to the Aspen curriculum team and requesting both bound books and PDFs. Review the final PDF for accuracy and correcting any errors. Coordinate the shipment of 30+ readers per seminar. Alumni/Fellow Engagement In partnership with the Deputy Director, support the Finance Leaders Fellowship's second-ever multi-class convening in Washington, DC (April 2326, 2026) by managing logistics, including event registration, hotel accommodations, venue coordination, meals, and more. In partnership with the Deputy Director, support the Alumni Engagement Steering Committee by coordinating meetings, capturing notes and minutes, and leading all follow-up actions. Use our primary communication channel, WhatsApp, to send out regular updates to our community. Manage the calendar invites for Fellow monthly check-in calls. Create personalized connections to active Fellows during their two-year Fellowship. Reunion Optimization and Support Provide support for reunion programming and structure, including readings, moderators, curated reading selections, suggested itineraries and activities (Reunion Support in a Box). Interact with reunion planners on photos for use in the newsletter and other materials. Finance Leaders Fellowship Moderator Corps Onboard and track FLF moderators throughout the AGLN moderator training process. Coordinate with travel agency to arrange flights for moderators attending training and seminars. Draft and issue annual moderator agreements outlining expectations and the reimbursement process. Program Financials Create and oversee annual seminar-related budget projections and actuals, managing related expenses and general ledger tracking. 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 FLF Seminars and reunion expenses. Oversee seminar budgets, track expenses, and ensure financial alignment with planning expectations. Administrative Support Schedule pertinent meetings. Maintain Program data, including Salesforce, and other platforms. What You Will Need To Thrive
Bachelor's degree required. Minimum of 1-3 years prior experience supporting an educational or exchange program and/or conducting meetings or events. 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. Excellent professionalism. Attention to detail. Flexibility and good humor. Excellent oral and written communication skills. A high level of competency with Microsoft Office programs such as Excel, required; Website maintenance and design as well as experience with Raisers Edge or Salesforce preferred. This position requires frequent travel (approximately 40% of time). Must be legally authorized to work in the United States. 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.