Program Coordinator (Temporary), Aspen Ideas: Health

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. They are seeking a temporary Program Coordinator to support the Aspen Ideas: Health team with event and speaker management responsibilities, ensuring smooth coordination and communication with speakers and teams.

Responsibilities

• Prepare Aspen Ideas: Health speaker invitations and correspondence. Working with AIH team, tailor invitations to individual speakers and ensure delivery in a timely manner. Help to research speaker contact information. Follow-up on speaker invitations in a timely manner
• Coordinate calls with speakers and editorial team
• Create, send, and track speaker registration materials
• Gather all speaker collateral (headshots, bios, contact information, etc.)
• Manage speaker database and ensure information is up-to-date
• Speaker reporting: generate weekly speaker list and demographic report and circulate to team. Other speaker database reporting for meetings and presentations as requested
• Communicate with speakers regarding logistical details of event, both before the event as well as on the ground
• Manage all speaker copyright and license agreements for event, including procuring signatures, filing, and requesting missing copyright agreements
• Coordinate and schedule speakers for book signings and manage signings during the event
• Create and manage post-event speaker thank you letters and all post-event reporting efforts
• Create and manage post-event survey, working with communications staff
• Work with Communications staff on marketing, web content, social, and program materials related to speakers
• Support speaker reimbursements and vendor invoices as needed
• Program billing as appropriate
• Scheduling of calls as needed
• Attending speaker and team calls
• Reporting on speaker data
• Other administrative tasks assigned by Managing Director, as necessary

Skills

• Bachelor's or advanced degree in public health, political science, environmental studies, journalism, nursing, medicine, education, or a related field required
• Demonstrated interest in health, health policy, medicine, and/or international public health
• Support for and knowledge of Aspen Ideas: Health
• Excellent writing and communications skills with a keen attention to detail
• Highly organized, with the ability to work independently and manage multiple priorities
• Thrives under pressure and firm deadlines, and excels in fast-paced environments
• Desire to work in a team and actively contribute in all team meetings
• Previous high-level experience with event management/execution
• Professionalism, initiative, and responsiveness
• Respect and value diversity
• Social media and web experience a plus

Benefits

• Health, dental, vision, and prescription benefits
• Retirement benefits
• Paid leave

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