Program Coordinator
The Program Coordinator is a core member of the Cybersecurity Programs team, providing executive support while also contributing to program development, operations, and fostering cross-team collaboration. This person serves as a connective hub across a portfolio of multi-stakeholder convenings, projects, and relationships around cybersecurity policy, both domestically and globally, helping teams stay informed, aligned, and moving forward.
Key responsibilities include managing complex calendars, preparing briefing materials, coordinating meetings, and maintaining communications infrastructure. The ideal candidate thrives in a fast-paced environment, anticipates obstacles, and keeps multiple workstreams on track simultaneously.
This position reports directly to the Senior Director. The salary range for this position is $60,000$68,000. This is a Washington, D.C., based position, and employees are expected to work in person at the office approximately two days a week.
What You Will Do
Program Operations and Cross-Team Coordination
- Support cross-team coordination of shared tools and resources, including Slack channels, shared inboxes, and email listservs, maintaining a professional and responsive presence across communications channels.
- Suggest and implement new systems and tools to streamline operations across the Cybersecurity Programs team and improve efficiency.
- Maintain updated records about Cybersecurity Programs speakers, participants, and alumni, coordinating with the Institute's new CRM+ systems, as needed.
- Track program updates across the Cybersecurity Programs portfolio; support the compilation and tracking of report or blog submissions, upcoming events, milestones, and other impact metrics.
- Draft and send emails, memos, and meeting materials.
- Process invoices, reimbursements, and vendor/consultant payments, as needed.
- Maintain inventory of event materials and office supplies; coordinate ordering and shipping for office storage and events with other Aspen Digital staff.
- Provide general coordination support for Cybersecurity Programs convenings, as needed, including tracking attendance, data updates, logistics support on virtual and in-person meetings, and updating session and marketing materials.
- Support ad hoc projects, as needed.
Executive and Administrative Support
- Provide administrative support to the Senior Director, including managing complex calendars, scheduling meetings, and coordinating travel logistics.
- Prepare briefing materials and track follow-up items across key priorities.
- Triage internal and external requests, routing inquiries and ensuring timely, organized follow-up.
- Maintain confidentiality and exercise discretion in handling sensitive materials and conversations.
- Track monthly expenses and receipts for the Senior Director; submit Concur reports in a timely manner and support payment processing through Tipalti or similar platforms, as needed.
What You Will Need To Thrive
- 13 years of relevant professional experience in program coordination, executive support, or operations, preferably in a non-profit, policy, or mission-driven environment.
- Exceptional attention to detail with consistent habits of double-checking work for accuracy; demonstrated strength in planning, organizing, and following through on commitments.
- Proven ability to manage multiple tasks simultaneously and stay on top of complex workflow details.
- Strong time management skills; excel at prioritizing competing demands and working independently.
- Quick to adapt to evolving priorities, modify plans on the fly, and get up to speed on new subject matter.
- Proactive, solutions-oriented, and collaborative.
- Willingness and ability to travel occasionally, including for in-person program convenings.
- Comfort with key platforms, including Slack, Zoom, Microsoft Outlook, and Google Suite. Experience with Concur, Tipalti, Jotform, and AI tools is a plus.
- Interest in cybersecurity and technology policy issues.
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.
The Aspen Institute welcomes individuals with disabilities to participate in its programs, including the interview process. If you would like to request accommodations or have questions about accessibility, please email [email protected], or call 202-736-2127 in advance of your visit. Requests for ASL or CART services should be made at least two weeks in advance when possible. We will make every effort to fulfill requests, subject to availability.
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