Administrative & Operations Coordinator

Administrative & Operations Coordinator

The Administrative & Operations Coordinator handles day-to-day administration and support across the entire Weave team. This includes calendar scheduling and submitting travel and expense reimbursement for Weave's Executive Director as well as coordinating with all Weave team members to organize meetings, events, programmatic resources, research and more. The Coordinator will be responsible for ensuring timely and accurate processing of payments to vendors. They will organize and update information across Weave's various tools, including Google Drive, Asana and Customer Relationship Management (CRM), as well as manage on-site supplies, inventory, printing and shipping. They will also serve as point-person for in-person and virtual event logistical support.

This is a non-supervisory position without budget authority that allows for growth in skills and potential advancement in the organization. This role reports to the Senior Operations Associate. The salary range for this position is $55,000 - $60,000. Employees are expected to work in-person at the DC office at least three days a week.

Team Support and Administration

• Handle Outlook calendar scheduling for Executive Director
• Arrange travel, including flights and hotel reservations, for Executive Director as well as other program leadership
• Prepare pre-read meeting briefing documents for Executive Director, including biographies, high level summaries, any relevant notes etc
• Process invoice payment and vendor set-up using Aspen software (Tipalti)
• Organize/submit expense reports for program leadership using Aspen software (Concur)
• Assist with designing, editing and sending out programmatic and event surveys, when applicable, using Aspen Software (SurveyMonkey)
• Monitor, direct, and respond to inquiries to Weave by phone, email, and web
• Assist with sending and tracking communications to donors (e.g thank you letters)
• Ensure shared team Outlook calendar is up to date and being utilized consistently
• Ensure team is aware of Aspen-wide updates and resources as updates occur
• Conduct basic web research projects as requested

Team Resource Organization

• Organize and track inventory and order Weave team supplies
• Handle physical and digital mailings of Weave pins, gifts, etc
• Support with organization of Weave Google Drive file structure, naming conventions and permissions etc
• Enter and update data in Aspen Customer Relationship Management (CRM) software, including donor opportunity tracking
• Assist with the development of Standard Operating Procedures (SOPs) for internal team processes (e.g. submitting Bi-Weekly team updates)
• Support teamwide internal project tracking using Aspen software (Asana)
• Develop and update team reference materials (e.g. team org chart)
• Manage internal and external print jobs

Event and Meeting Coordination

• Schedule internal meetings on behalf of Weave team using shared calendar and reserve meeting space when necessary
• Coordinate with Offices Services team to manage conference room reservations, Audio/Visual, catering and on-site support needed for in-person Weave events at the DC office
• Support with logistics and provide on-site assistance for off-site Weave events in local communities, as requested
• Provide technical support for virtual Weave events
• Design event registration forms using Aspen software (CVENT) and track attendance, troubleshoot technical issues etc.
• Assist team with awareness and adherence of Aspen Risk Management policies consistently across Weave's events

What You Will Need To Thrive

• Bachelor's degree, or equivalent experience.
• Minimum 1+ years of administrative and/or event planning experience is required.
• Knowledge of Microsoft Office and Google suite of tools is required. Knowledge of Asana, Zoom, Survey Monkey and CVENT (or similar) is helpful.
• Ability to write and express yourself quickly and clearly in a professional tone.
• Strong computer skills and comfort learning new tools and systems. Experience in web research projects, and specifically using Artificial Intelligence (AI) is preferred.
• Excellent attention to detail, personal organization. and time management.
• Strong relationship and listening skills, including a willingness to learn and be flexible.
• Comfortable working with minimal supervision and taking direction from multiple teammates across different workstreams.
• Ability to be proactive and take initiative in identifying operational constraints and possible solutions.
• Ability and willingness to travel on occasion.

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 View email address on click.appcast.io or call View phone number on click.appcast.io 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.