ABOUT US

Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

The Aspen Institute (Aspen Campus)

This position works in the Aspen office under the central services umbrella and will support multiple programs across the Aspen Institute. 

ABOUT THIS ROLE

The Office Services Manager is responsible for the smooth and efficient operation of the Aspen Institute's office in Aspen, CO. The Office Services Manager reports to the Managing Director of Operations and Facilities and works closely with the IT, Finance, and Human Resources departments. The Office Services Manager also provides support to the President's Office, Vice President of Operations and Facilities and other program staff as needed.  

This position reports directly to the Managing Director of Operations and Facilities. The salary range for this role is $65,000-$75,000. This role is in-person Monday - Friday. , 5 days a week, from 9:00 am - 5:00 pm.

WHAT YOU WILL DO

• Manage the reception area and greet visitors, answer phone calls, and direc inquiries to the appropriate staff. 

• Coordinate mail and courier services, including sorting, distributing, and sending incoming and outgoing mail and packages, postage machine and supplies. 

• Maintain office supplies and equipment, including ordering, stocking, and troubleshooting issues. 

• Manage the office security system and issue Salto keys for staff and visitors. 

• Arrange and set up meeting rooms and conference calls, including audiovisual equipment and catering if needed. 

• Plan staff and department head meetings, including catering if needed.

• Plan quarterly office lunches or breakfasts.

• Ensure office cleanliness and safety, including scheduling office cleaning and repairs. 

• Process invoices and expense reports related to office services and vendors and assist with setting up new vendors in Tipalti. 

• Liaison with Aspen Meadows Resort for monthly billing, bill back and keeping phone list updated. 

• Conduct monthly inventory of merchandise and sales, and reconcile cash and credit card transactions. 

• Assist the President's Office with groceries and supplies when the President is in town. 

• Perform notary services for staff and external clients and maintain a notary license (The notary license fee will be paid by the employer). 

• Manage employee ski pass procurement and distribution. 

• Assist with special projects and events as assigned by the Managing Director of Operations and Facilities or other senior staff. 

• Create and update office policies and procedures and ensuring staff compliance; Ensure materials in Paepcke office are up to date including federal and state posters, sales tax license and business license. 

• Provide orientation and training to new office staff and volunteers. 

• Liaison for Townhomes- ensuring all bills are paid and any rental income is received and credited. 

• Assist with Ditch Co. billing, invoicing, and preparation of financials once a year. 

• Make credentials for new employees, visiting staff and interns. 

• Assist with office placement for interns and visiting summer staff. 

• Act as the contact for the City of Aspen Transportation Option Program (TOPS) to include writing grant request, report, and dissemination of information to AI staff. 

• Manage aspects of employee housing units (date TBD) in conjunction with the hotel. 

• Arrange intern breakfast each summer and ensure accuracy of billing. 

• Organize calendars for VP of Facilities and Operations and Managing Director of Operations. 

WHAT YOU WILL NEED TO THRIVE

• A bachelor's degree or equivalent work experience in office administration, business, or a related field. 

• At least two years of experience in a similar role, preferably in a nonprofit or academic setting (Basic accounting experience preferred). 

• Excellent communication, interpersonal, and customer service skills. 

• Strong organizational, time management, and problem-solving skills. 

• Ability to lift up to 50lbs to move furniture or packages. 

• Proficiency in Microsoft Office, Google Workspace, and other office software and tools. 

• Ability to work independently and as part of a team, and to handle multiple tasks and priorities in a fast-paced environment. 

• Flexibility, adaptability, and willingness to learn new skills and take on new challenges. 

• A commitment to the mission and values of the Aspen Institute. 

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.
If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.