Program Coordinator, Cybersecurity Programs

aspeninstitute; Washington (District of Columbia); On-site; USD 60,000 - 68,000; Full time

Benefits offered by this job

Health, dental, vision insurance

Retirement benefits

Paid leave

Job summary

Aspen Institute is seeking a Program Coordinator for the Cybersecurity Programs to support executive and program operations in Washington, DC. The role involves managing calendars, briefing materials, meetings, and communications, with a focus on cross-team coordination and process improvements.

The position reports to the Program Manager, Cybersecurity Programs. Salary range is $60,000–$68,000 and is based in Washington, DC with in‑person work two days per week.

Qualifications

• 1–3 years of relevant professional experience in program coordination, executive support, or operations.
• Exceptional attention to detail with strong planning, organizing, and follow‑through.
• Proven ability to manage multiple tasks simultaneously and stay on top of complex workflow details.
• Strong time management skills; ability to prioritize competing demands and work independently.
• Quick to adapt to evolving priorities and learn new subject matter.
• Proactive, solutions‑oriented, and collaborative.
• Willingness and ability to travel occasionally for in‑person program convenings.
• Familiarity with Slack, Zoom, Outlook, Google Suite, Concur, Tipalti, Jotform; AI tools a plus.
• Interest in cybersecurity and technology policy issues.

Responsibilities

• Program Operations and Cross-Team Coordination: support cross‑team coordination of shared tools and resources; implement new systems to improve efficiency; maintain records of speakers and alumni; track program updates; draft emails and meeting materials; process invoices and vendor payments; manage inventory for events; provide coordination support for convenings; support ad hoc projects.
• Executive and Administrative Support: provide admin support to the Senior Director; manage calendars and travel; prepare briefing materials; triage requests; maintain confidentiality; track expenses and assist with Concur reports.

Skills

Attention to detail

Multi-tasking

Time management

Independent work

Education

Tools

Slack

Zoom

Microsoft Outlook

Google Suite

Concur

Tipalti

Jotform

AI tools

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, D.C., and has a campus in Aspen, Colorado, as well as an international network of partners.

ASPEN DIGITAL

Aspen Digital is a nonpartisan technology and information-focused program that brings together thinkers and doers to uncover new ideas and spark policies, processes, and procedures that empower communities and strengthen democracy. It is future-focused and inspires collaboration among diverse voices from industry, government, and civil society to ensure our interconnected world is accessible, safe, and inclusive – both online and off. Across its initiatives, Aspen Digital develops methods for elevating promising solutions and turning thought into networked impact. To learn more, visit aspendigital.org.

CYBERSECURITY PROGRAMS

The Aspen Institute’s Cybersecurity Programs, founded in 2017, stands as the field’s leading convenor of high-level dialogues among the senior‑most levels of industry, government, and civil society, helping to drive change on issues like artificial intelligence, critical infrastructure security, state and local government cybersecurity, and cyber‑enabled frauds and scams, among other efforts. Its work has helped lead to Fortune 100 hiring reforms, federal legislation, and its events regularly host Cabinet and sub-Cabinet leaders from across the U.S. Government, as well as executives from foreign partners and allies. Specific programs under this umbrella include the U.S. Cybersecurity Group, the Global Cybersecurity Group, the Aspen Cyber Summit, Cyber Civil Defense, and other public and private events throughout the year, ranging in size from intimate, closed‑door roundtables to large-scale, public conferences.

ABOUT THIS ROLE

The Program Coordinator is a core member of the Cybersecurity Programs team, providing executive support while also contributing to program development, operations, and fostering cross-team collaboration. This person serves as a connective hub across a portfolio of multi‑stakeholder convenings, projects, and relationships around cybersecurity policy, both domestically and globally, helping teams stay informed, aligned, and moving forward.

Key responsibilities include managing complex calendars, preparing briefing materials, coordinating meetings, and maintaining communications infrastructure. The ideal candidate thrives in a fast‑paced environment, anticipates obstacles, and keeps multiple workstreams on track simultaneously.

This position reports directly to the Program Manager, Cybersecurity Programs. The salary range for this position is $60,000–$68,000. This is a Washington, D.C., based position, and employees are expected to work in person at the office approximately two days a week.

WHAT YOU WILL DO

Program Operations and Cross-Team Coordination

• Support cross-team coordination of shared tools and resources, including Slack channels, shared inboxes, and email listservs, maintaining a professional and responsive presence across communications channels.
• Suggest and implement new systems and tools to streamline operations across the Cybersecurity Programs team and improve efficiency.
• Maintain updated records about Cybersecurity Programs speakers, participants, and alumni, coordinating with the Institute’s new CRM+ systems, as needed.
• Track program updates across the Cybersecurity Programs portfolio; support the compilation and tracking of report or blog submissions, upcoming events, milestones, and other impact metrics.
• Draft and send emails, memos, and meeting materials.
• Process invoices, reimbursements, and vendor/consultant payments, as needed.
• Maintain inventory of event materials and office supplies; coordinate ordering and shipping for office storage and events with other Aspen Digital staff.
• Provide general coordination support for Cybersecurity Programs convenings, as needed, including tracking attendance, data updates, logistics support on virtual and in-person meetings, and updating session and marketing materials.
• Support ad hoc projects, as needed.

Executive and Administrative Support

• Provide administrative support to the Senior Director, including managing complex calendars, scheduling meetings, and coordinating travel logistics.
• Prepare briefing materials and track follow-up items across key priorities.
• Triage internal and external requests, routing inquiries and ensuring timely, organized follow-up.
• Maintain confidentiality and exercise discretion in handling sensitive materials and conversations.
• Track monthly expenses and receipts for the Senior Director; submit Concur reports in a timely manner and support payment processing through Tipalti or similar platforms, as needed.

WHAT YOU WILL NEED TO THRIVE

• 1–3 years of relevant professional experience in program coordination, executive support, or operations, preferably in a non‑profit, policy, or mission-driven environment.
• Exceptional attention to detail with consistent habits of double-checking work for accuracy; demonstrated strength in planning, organizing, and following through on commitments.
• Proven ability to manage multiple tasks simultaneously and stay on top of complex workflow details.
• Strong time management skills; excel at prioritizing competing demands and working independently.
• Quick to adapt to evolving priorities, modify plans on the fly, and get up to speed on new subject matter.
• Proactive, solutions‑oriented, and collaborative.
• Willingness and ability to travel occasionally, including for in‑person program convenings.
• Comfort with key platforms, including Slack, Zoom, Microsoft Outlook, and Google Suite. Experience with Concur, Tipalti, Jotform, and AI tools is a plus.
• Interest in cybersecurity and technology policy issues.

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 [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.