Speaker & Special Projects Coordinator (Temporary Employee)

The Aspen Institute is a prestigious global nonprofit organization dedicated to fostering a free, just, and equitable society through insightful dialogue, visionary leadership, and impactful actions. Established in 1949, this institute has cemented its place as a catalyst for change, addressing critical social, political, economic, and cultural challenges affecting communities across the United States and the world. Headquartered in Washington, DC, with a scenic campus in Aspen, Colorado, the Aspen Institute boasts an extensive international network of partners, thought leaders, and changemakers committed to advancing dialogue and learning across diverse sectors and disciplines. The Aspen Institute’s Public Programs team orchestrates events designed to engage the public in thoughtful discourse on pressing issues. Among these events, the Aspen Ideas Festival stands out as a premier annual gathering bringing together influential leaders, innovators, and experts from various fields worldwide. Scheduled for June 25 to July 1, 2026, on the Aspen campus, this festival marks its 20th year as a vibrant platform for exploring transformative ideas and solutions through engaging panels, workshops, debates, interviews, and more. Within this dynamic environment, the Aspen Institute is seeking a dedicated Speaker Coordinator to join the Public Programs team. This full-time, temporary role spans 40 hours per week from mid-January to late July 2026 and can be based in either Aspen, Colorado or Washington, DC. The Speaker Coordinator will specifically support the Aspen Ideas Festival speakers by managing logistics, travel arrangements, and lodging accommodations to ensure a seamless experience. The role demands high-level organizational skills, meticulous attention to detail, and the ability to juggle multiple priorities amid fast-paced, often rapidly changing event management scenarios. The position offers an annualized salary range between $60,000 and $70,000, with actual compensation between $30,000 and $35,000 corresponding to the six-month contract duration. The nature of the role requires flexibility to work extended hours and weekends during the festival period in June. The Aspen Institute’s Reimagining Work policy stipulates that the Speaker Coordinator is expected to work in person at least 40% of the time, fostering meaningful connections with colleagues through various in-office, event, or remote team interactions. The Speaker Coordinator's responsibilities are broad, encompassing programmatic, event, speaker management, and administrative duties. Key tasks involve managing a portfolio of approximately 80 speakers, coordinating their travel details in cooperation with multiple teams, and assisting with special projects from inception to delivery. The role supports administrative functions such as program billing, scheduling calls, attending team meetings, and preparing comprehensive speaker reports and database updates. This position also plays a critical role in aligning communications and marketing efforts by liaising with Communications staff to ensure promotional materials and web content accurately represent speaker information. Additional duties may extend to managing speaker reimbursements and vendor invoices as well as stepping into other event-related projects like private receptions, art installations, or live performances as they arise. Ideal candidates will hold a bachelor’s degree or possess equivalent experience in event planning, demonstrating exceptional multitasking abilities, self-motivation, and an eye for overarching goals. They must excel in fast-paced environments and show proficiency in optimizing processes, workflows, and information tracking. Strong written and verbal communication skills, excellent customer service aptitude, and familiarity with Google Suite, Excel, and Outlook are essential. Experience with industry-specific tools such as Cvent and Rainfocus is advantageous. Intellectual curiosity and a willingness to travel to Aspen for the June festival are important traits for success. Overall, this role offers a unique opportunity to contribute to one of the nation's most prestigious cultural and intellectual festivals, working alongside innovative leaders committed to shaping a better future. The Aspen Institute prides itself on an inclusive and diverse workplace, welcoming applicants from all backgrounds and providing accommodations to ensure accessibility throughout the hiring process.

• Bachelor’s degree or equivalent of 1 to 3 years of work experience in event planning
• Exceptional multitasking and organizational skills
• Ability to thrive in a fast-paced environment
• Skilled in optimizing processes and workflows
• Excellent written and oral communication skills
• Strong customer service skills
• Proficiency in Google Suite, Excel, and Outlook
• Experience with Cvent and Rainfocus is a plus
• Intellectual curiosity
• Located in Aspen, Colorado or Washington, DC or nearby
• Willingness to travel to Aspen in late June 2026
• Willingness to work long hours and weekends in June
• Must be able to work 40% of the time in person and flexible remotely