Administrative & Operations Coordinator

The Aspen Institute; Washington (Washington County); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Paid leave

Retirement plan

Job summary

The Aspen Institute is seeking an Administrative & Operations Coordinator for Weave: The Social Fabric Project. The role focuses on day-to-day administration, event logistics, vendor payments, and coordinating with the Executive Director and team in the DC office.

This non-supervisory position reports to the Senior Operations Associate and offers growth opportunities. Salary ranges from $55,000 to $60,000 with in-person work three days a week at the DC office and a comprehensive benefits

Qualifications

• Minimum 1+ years of administrative and/or event planning experience is required.
• Knowledge of Microsoft Office and Google suite of tools is required. Knowledge of Asana, Zoom, SurveyMonkey and CVENT (or similar) is helpful.
• Ability to write and express yourself quickly and clearly in a professional tone.

Responsibilities

• Arrange travel, including flights and hotel reservations, for Executive Director as well as other program leadership.
• Prepare pre-read meeting briefing documents for Executive Director, including biographies and summaries.
• Process invoice payment and vendor set-up using Aspen software (Tipalti).
• Organize/submit expense reports for program leadership using Aspen software (Concur).
• Assist with designing, editing and sending out programmatic and event surveys, when applicable, using Aspen Software (SurveyMonkey).
• Monitor, direct, and respond to inquiries to Weave by phone, email, and web.
• Assist with sending and tracking communications to donors (e.g thank you letters).
• Ensure shared team Outlook calendar is up to date and used consistently.
• Enter and update data in Aspen CRM software, including donor opportunity tracking.
• Develop SOPs for internal team processes and support project tracking using Aspen (Asana).
• Manage internal and external print jobs.

Skills

Administrative support

Event planning

Professional communication

Tools

Asana

Zoom

SurveyMonkey

CVENT

Job 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.

WEAVE: THE SOCIAL FABRIC PROJECT

Weave: The Social Fabric Project was founded by author and journalist David Brooks and is housed at the Aspen Institute. Weave supports individuals who are actively fostering trust, connection, and belonging in their communities—people we call "weavers". Acting as a backbone organization, Weave empowers these grassroots trust-brokers through resources, storytelling, and initiatives like the Weaver Awards, amplifying their efforts to heal societal divides and strengthen the social fabric.

At its core, Weave addresses the critical issue of broken social trust that has left Americans divided, isolated, and unable to tackle shared challenges. Without trust, we cannot achieve individual happiness and equity, build resilient communities, or sustain a healthy democracy. By identifying and supporting those quietly working to reconnect America's communities, Weave is helping to bridge divides and create a more unified, compassionate society.

Weave works in three ways:

• We support the people ("weavers") who are spreading trust and tackling important issues in their neighborhoods by providing them with resources and connection to a community of other weavers
• We lift up these often under-appreciated trust builders to be seen as resources and leaders of community change

The Administrative & Operations Coordinator handles day-to-day administration and support across the entire Weave team. This includes calendar scheduling and submitting travel and expense reimbursement for Weave's Executive Director as well as coordinating with all Weave team members to organize meetings, events, programmatic resources, research and more. The Coordinator will be responsible for ensuring timely and accurate processing of payments to vendors. They will organize and update information across Weave's various tools, including Google Drive, Asana and Customer Relationship Management (CRM), as well as manage on-site supplies, inventory, printing and shipping. They will also serve as point-person for in-person and virtual event logistical support.

This is a non-supervisory position without budget authority that allows for growth in skills and potential advancement in the organization. This role reports to the Senior Operations Associate. The salary range for this position is $55,000 - $60,000. Employees are expected to work in-person at the DC office at least three days a week.

WHAT YOU WILL DO

Team Support and Administration

• Arrange travel, including flights and hotel reservations, for Executive Director as well as other program leadership
• Prepare pre-read meeting briefing documents for Executive Director, including biographies, high level summaries, any relevant notes etc
• Process invoice payment and vendor set-up using Aspen software (Tipalti)
• Organize/submit expense reports for program leadership using Aspen software (Concur)
• Assist with designing, editing and sending out programmatic and event surveys, when applicable, using Aspen Software (SurveyMonkey)
• Monitor, direct, and respond to inquiries to Weave by phone, email, and web
• Assist with sending and tracking communications to donors (e.g thank you letters)
• Ensure shared team Outlook calendar is up to date and being utilized consistently
• Ensure team is aware of Aspen-wide updates and resources as updates occur
• Conduct basic web research projects as requested

Team Resource Organization

• Organize and track inventory and order Weave team supplies
• Handle physical and digital mailings of Weave pins, gifts, etc
• Support with organization of Weave Google Drive file structure, naming conventions and permissions etc
• Enter and update data in Aspen Customer Relationship Management (CRM) software, including donor opportunity tracking
• Assist with the development of Standard Operating Procedures (SOPs) for internal team processes (e.g. submitting Bi-Weekly team updates)
• Support teamwide internal project tracking using Aspen software (Asana)
• Develop and update team reference materials (e.g. team org chart)
• Manage internal and external print jobs

Event and Meeting Coordination

• Schedule internal meetings on behalf of Weave team using shared calendar and reserve meeting space when necessary
• Coordinate with Offices Services team to manage conference room reservations, Audio/Visual, catering and on-site support needed for in-person Weave events at the DC office
• Support with logistics and provide on-site assistance for off-site Weave events in local communities, as requested
• Provide technical support for virtual Weave events
• Design event registration forms using Aspen software (CVENT) and track attendance, troubleshoot technical issues etc.
• Assist team with awareness and adherence of Aspen Risk Management policies consistently across Weave's events

WHAT YOU WILL NEED TO THRIVE

• Minimum 1+ years of administrative and/or event planning experience is required.
• Knowledge of Microsoft Office and Google suite of tools is required. Knowledge of Asana, Zoom, Survey Monkey and CVENT (or similar) is helpful.
• Ability to write and express yourself quickly and clearly in a professional tone.
• Strong computer skills and comfort learning new tools and systems. Experience in web research projects, and specifically using Artificial Intelligence (AI) is preferred.
• Excellent attention to detail, personal organization. and time management.
• Strong relationship and listening skills, including a willingness to learn and be flexible.
• Comfortable working with minimal supervision and taking direction from multiple teammates across different workstreams.
• Ability to be proactive and take initiative in identifying operational constraints and possible solutions.
• Ability and willingness to travel on occasion.

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 hav questions about accessibility, please email [e-mail] 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.