Underwriter Coordinator

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.

Public Programs and the Aspen Ideas Festival

The Public Programs team at the Aspen Institute produces a number of events each year that are open to members of the general public. This position will support the Aspen Ideas Festival and affiliated gatherings. The Aspen Ideas Festival will take place June 25-July 1, 2025 on the Aspen Institute’s campus in Aspen, CO.

The Aspen Ideas Festival is the nation’s premier public gathering for leaders from around the globe and across many disciplines to engage in deep and inquisitive discussions about ideas and issues that shape our lives and challenge our times. Each year, the Festival covers a wide range of timely and critical topic areas through panels, workshops, book clubs, debates, deep dives, and interviews.


ABOUT THIS ROLE

The Underwriter Coordinator plays a critical role in planning, executing, and managing key elements of the Aspen Ideas Festival, ensuring a seamless experience for underwriters, speakers, and guests.

This position oversees photographer scheduling, custom event logistics, underwriter gifting, and reserved seating management while serving as a key liaison for underwriters throughout the event. The role also includes coordinating guest lists, managing event-related vendor relationships, supporting on-site logistics, and executing post-event follow-ups such as thank-you gifts and debrief materials. The ideal candidate is highly organized, detail-oriented, and adept at handling multiple tasks in a fast-paced environment.

This role reports directly to the Senior Associate. The hourly rate for this role is $25/hr. This is role is based in Aspen and has on-site responsibilities during the Aspen Ideas Festival in June 2025. This is a term-limited role set to begin April 21, 2025 and conclude August 1, 2025.

WHAT YOU WILL DO

Pre-event

• Support the Aspen Ideas underwriting team with projects as assigned

• Photographer scheduling

  • Create and update the daily matrix for the underwriter photographers

  • Work with photographer to establish a file sharing system

  • Distribute shareable links to underwriters in advance of the Festival

• Custom events

  • Work with Aspen Ideas team to establish and document best practices for general custom event management

  • Research local floral & linen vendors and work with Aspen Ideas to establish contracts

  • Set up a process for ordering, fulfillment, and invoicing (directly to underwriters)

• Underwriter gifts

  • Purchase, organize and distribute underwriter gifts to key contacts’ hotel rooms

• Load-in support

  • Receive and distribute underwriter load-in plans to AIF team

  • Act as a secondary point of contact for underwriters as they arrive on campus

  • Provide support for underwriter load-in activities

During event:

• Custom events

  • Continue to manage guest lists for custom events

  • Act as the point person for on-site list management for all custom events during AIF 2025

  • Route any A/V requests to Matt Windholz, who issues the request to either MVS or SIX

• Speaker reception

  • Assist with the event set-up for the speaker reception

  • Manage the entry and guest list for the speaker reception

• Reserved seating

  • Manage the reserved seating for AIF opening session, Afternoon of Conversation, and closing session. This includes placeholders for underwriters, patrons, trustees, speakers, and Institute leadership.

Post event

• Execute any follow-up as assigned by AIF team

• Manage the design and distribution of underwriter thank-you cards and gifts to key contacts

• Create debrief books for each underwriter and circulate drafts to AIF team for approval and distribution

WHAT YOU WILL NEED TO THRIVE

• BA Degree and 1 year's experience, or H.S. Diploma and 3-5 years' experience.

• Demonstrated experience managing multiple event logistics from pre-planning to execution and post-event follow-up; Experience coordinating guest lists, invitations, and RSVPs.

• Strong organizational and time management skills to oversee multiple event components.

• Ability to create and maintain tracking systems for event logistics with a detail-oriented approach to ensure smooth execution of events.

• Ability to collaborate effectively with internal teams, vendors, and underwriters utilizing clear and professional written and verbal communication skills; Strong interpersonal skills for engaging with high-profile stakeholders

• Experience with invitation and event management software, with a proficiency in file sharing and cloud-based collaboration tools and familiarity with A/V coordination and vendor communication.

• Demonstrated Problem-Solving & Adaptability with an ability to troubleshoot issues and provide quick solutions during live events; comfortable handling last-minute changes and high-pressure situations.

• Strong Attention to Detail, ensuring accuracy in seating arrangements, guest lists, and gift distribution and Proofing and reviewing materials before distribution.

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.

Salary : $25