Seasonal Events & Communications Coordinator

Summary

Description

ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve society’s greatest challenges. It is headquartered in Washington, DC, and has a campus in Aspen, Colorado, as well as an international network of partners.

ASPEN COMMUNITY PROGRAMS

Aspen Community Programs presents year-round public programming that brings residents and visitors together for learning, dialogue, and community engagement. Through lectures, seminars, and moderated conversations featuring leading voices in public life, science, culture, and policy, ACP creates welcoming spaces for people to explore ideas, consider differing perspectives, and connect enduring ideas to contemporary challenges.

ACP produces a wide range of programs throughout the year, including the Hurst Student Seminars; Great Books; Great Decisions; Sharing Shakespeare; Teen Socrates; the McCloskey Speaker Series; the Hurst Lecture Series; the Murdock Mind, Body, Spirit Series; and the Advancing Women’s Health Series. These programs offer accessible opportunities for the community to engage with timely topics and participate in thoughtful exchange.

As the Aspen Institute’s primary public-facing platform in Aspen, Community Programs often serve as an entry point for individuals engaging with the Institute for the first time. In addition to producing public events, the ACP team supports Aspen-based communications, safety and security coordination, and relationships with the local community and media.

ABOUT THIS ROLE

The Aspen Community Programs team seeks a highly organized and proactive Seasonal Events & Communications Coordinator to support our summer public programming. This temporary role will manage event registration, support marketing and media outreach, and assist with event logistics to ensure a seamless experience for speakers and attendees. This position offers a unique opportunity to gain hands-on experience producing public events at the Aspen Institute while working closely with staff, speakers, and community partners.

Working closely with the Director of Aspen Community Programs and the Senior Program Associate, the coordinator will play an important role in supporting the operational and communications needs of a busy summer event season. This temporary position
 

WHAT YOU WILL DO

Event Registration & Audience Management

• Manage event registration through the Institute’s ticketing platform.
• Monitor attendance and track registration trends.
• Respond to public attendee inquiries regarding registration and event logistics.
• Maintain guest lists and oversee day-of-event check-in.
• Communicate with internal departments to determine their ticketing needs.
• Coordinate with the Senior Program Associate to ensure registration information remains accurate and up to date.

Communications & Marketing Support

• Compile event information, speaker materials, and registration links needed for email communications.
• Coordinate with the Senior Program Associate to finalize email content and scheduling.
• Draft press releases for upcoming public programs.
• Assist the Director with social media content and scheduling to promote events and maintain an active program presence.
• Maintain and update event listings across the Aspen Community Programs website, social media platforms, and regional community calendars to support event promotion and audience engagement.
• Assist in gathering speaker materials and event details needed for marketing and media outreach.

Event Logistics & Production

• Prepare event signage and reserved seating materials.
• Assist with preparation of name badges and printed materials.
• Ensure venues are prepared for speakers and attendees prior to each event.
• Prepare the green room for speakers and moderators, including preparation of green room notes and event materials.
• Assist with coordination of event setup and logistical preparation.
• Provide on-site support during events to help ensure smooth program execution.
• Assist Director with speaker management tasks as needed, such as drafting run of show documents, speaker letters, etc.

Team Support & Operations

• Manage accounts payable workflows with vendors, including processing vendor payments and speaker reimbursements.
• Provide logistical support to the Aspen Community Programs team throughout the summer event season.
• Assist with coordination between staff, speakers, and volunteers.
• Support day-of-event tasks to ensure programs run smoothly.
• Collect presenter release forms for speakers and moderators as needed.
• Copy edit and proofread correspondence and marketing materials related to upcoming events.
• Organize files, drives, shared communication channels, and internal content calendar.

WHAT YOU WILL NEED TO THRIVE

• High school diploma and 3-5 years of relevant professional experience required; or bachelor’s degree and minimum 1 year of relevant professional experience required.
• Strong work ethic, initiative, and commitment to producing high-quality work.
• Excellent written and professional communication skills.
• Superior attention to detail and ability to manage multiple tasks simultaneously.
• Strong computer skills, including proficiency in Microsoft Office and Google Workspace; experience with Canva or other design tools preferred.
• Experience with events, social media, and marketing communications preferred.
• Familiarity with and enthusiasm for using AI tools to support content development and communications workflows.
• Creative problem-solving skills and polished interpersonal skills.
• Comfort interacting with event attendees, speakers, and community members.
• A desire to learn, a sense of humor, flexibility, and resourcefulness.
• A proactive, collaborative approach and willingness to support a wide range of operational tasks as needed in a dynamic event environment.

Timing

• This is a temporary position during the Aspen Community Programs summer season.

• Hours will vary based on the event schedule and will include some evening programs.

HOW TO APPLY

Please submit a resume through the application portal. Instead of a cover letter, we ask that you respond to the following questions:

• In a few sentences, tell us why you're interested in this role and any experience you have supporting events, communications, or logistics.

• When preparing for an event or sending a communication, what is one specific detail you always double check, and why?

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.