Arts Coordinator/Executive Assistant- Arts Program

Aspen Institute
New York
Oct 15, 2016
Oct 19, 2016
Employer Type
Direct Employer
Employment Type
Full Time
Job Board

Tracking Code Job Description

Position Title: Program Coordinator and Executive Assistant to the Director
Program/Dept: Arts Program
Position Location: New York, NY
Reports To: Program Manager/Director
FLSA Status: Non-Exempt, Full-time

The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Maryland's Eastern Shore. It also maintains offices in New York City and has an international network of partners.

The Aspen Institute Arts Program was established to support and invigorate the arts in America and to return the arts and artists to the center of the Aspen Institute's "Great Conversation". It brings artists and art works to the Institute, and it also brings together leading artists, arts managers, sponsors and patrons to generate, exchange and develop ideas and policies to assure vibrancy and dynamism in all artistic realms, and to enrich civic culture in ways only the arts can do.

Its current centerpiece is the Harman-Eisner Artist-in-Residence Program, which engages major artists in the work of the Institute. In 2011 and 2012, the Program seeks to draw upon the Institute's long-established convening power - and its well-known association with ideas, values and leadership -to expand its programming and its reach, bringing together in various settings artists, arts advocates and arts organization leaders for communication and exchange of ideas and best practices. It will take advantage of the Institute's fertile nonpartisan and interdisciplinary foundations, and will integrate arts and artists across the full breadth of the Institute's programs.

Essential Duties and Responsibilities:

Administration and Accounting
Duties include, but are not limited to, the following:

  • Collaborate with Arts program and Institute staff to prepare, edit, proof and deliver proposals, invitations, fundraising materials, and other key correspondence
  • Manage all vendor relations
    o Vetting potential new vendors
    o Contract management and negotiation
    o Work with legal department to produce COIs
    o Oversee all vendor payments
  • Manage payment of RFP and reimbursement processing
  • Maintain central files, constituent data base and master calendar for all program activities
  • Manage all staff travel
  • Manage all written, telephone, and internet requests from constituents regarding programming and/or special events; draft, edit, and produce correspondence.
  • Act as Executive Assistant and provide primary support to the Director.
  • Responsible for overseeing all aspects of the Director's schedule/calendar, speaking engagements, communication, and travel.
  • Assist with budget review and planning
    o Review previous years planning and budget processes
    o Find any inaccuracies in numbers and recover outstanding receivables
    o Work with Program Manager to develop appropriate budget number projections

    Duties include, but are not limited to, the following:

  • Manage logistics for program events, workshops, conferences, and other convenings in collaboration with the Public Programs team, including participant travel and lodging
  • Serve as on-site logistics coordinator for all off-site events.
    o Manage relationships with venue staff and any other teams on the ground to ensure event success
  • Collaborate with Senior Program Manager and Senior Project Manager to execute programming for Arts Program events, workshops and convenings
  • Conduct secondary research as directed for arts programs and events to support programming
  • Work with Aspen Ideas Festival team to plan on the ground logistics for Arts Program Track
    o Manage communications and travel planning between speakers and Ideas Festival team
  • Manage relationship with all event vendors (see above)
  • Collaborate with other Aspen program teams (NYC, Aspen, and DC) in all locations to plan Arts Program events and convenings
  • Manage all communication with event attendees and VIPs
  • Manage invitations, emails and RSVP list
  • Build the Aspen Arts Program network through researching, interacting with, and developing relationships with potential partner organizations

    Knowledge, Education and Experience:

  • A college degree is desired; 3-5 years of related experience, with track record of accomplishment and growth
  • Knowledge and experience in the arts strongly preferred
  • Exceptional administrative skills; the ability to plan, organize and follow through with staff and a variety of constituencies
  • Experience meeting deadlines while balancing the needs of calendar management, travel arrangements, and event planning coordination. Excellent attention to detail. Ability to be flexible and work on multiple projects at once in a rapidly-changing environment.
  • Experience monitoring and tracking budgets preferred
  • Ability to balance taking initiative and working collaboratively
  • Excellent computer skills, particularly Microsoft Office Suite, PPT, and Web research
  • Proficiency with database software and procedures
  • Ability to learn new database programs quickly and manage data input and track output efficiently. Experience with Adaptive Planning and Raiser's Edge preferred.
  • Strong oral and written communication skills are essential. Excellent interpersonal skills and ability to work with variety of internal and external constituencies
  • Ability to learn and take direction, successfully work under pressure and manage multiple tasks simultaneously with little daily supervision
  • Ability and enthusiasm to travel
  • Ability to work nights and weekends as dictated by event needs

    To Apply:
    All interested applicants must submit a cover letter and resume in the Apply Section below. If you are having difficulties with the uploading portion of the application process please try using the escape key to exit the screen. Your document should safely upload.

    For technical difficulties during the application process please contact the Applicant Support Team at 1-.

    No phone calls or emails please.

    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.

  • Job Location New York, New York, United States Position Type Full-Time/Regular