Coordinator, Event Logistics & Operations in Aspen, Colorado at The Aspen Institute

ABOUT US

The Aspen Institute is a global nonprofit organization whose purpose is to ignite human potential to build understanding and create new possibilities for a better world. Founded in 1949, the Institute drives change through dialogue, leadership, and action to help solve society’s greatest challenges. It is headquartered in Washington, DC, and has a campus in Aspen, Colorado, as well as an international network of partners.

ABOUT THIS ROLE

The Logistics Coordinator is an operational backbone of Aspen Conference Services, supporting the planning and execution of logistics for the Aspen Institute’s annual portfolio of high-profile events. This role supports the end-to-end load-in and load-out lifecycle, vendor coordination, transportation operations, venue buildouts, and on-the-ground problem-solving across the event season and calendar year.

This is a hands-on operations role. You will drive forklifts and trucks, support crews in the field, negotiate with vendors on tight timelines, and make critical scheduling decisions when plans change—because they will. This role reports directly to the Managing Director. The hourly rate for this role is $24 - $28/hr.

WHAT YOU WILL DO

Load-In / Load-Out Management

• Coordinate the master load-in schedule: a 5+ week buildout beginning in late May through event launch in late June, followed by a 5-day load-out through early July.
• Support the phased construction of 10+ tent structures across multiple venues and sponsor/service tents.
• Coordinate container logistics: scheduling delivery, placement, and pickup of 7+ shipping containers across campus and off-site storage.
• Oversee power installation coordination with Meadows Engineering and AV vendors.
• Direct venue transitions and flips, and sponsor activation swaps.
• Take a central role in bag stuffing operations: (for Ideas, a 3-day process producing 1,200+ gift bags) with volunteer coordination, staging, and recycling logistics.

Transportation Operations

• Plan and coordinate event transportation for designated events.
• Coordinate VIP/speaker private transportation, field trip logistics and special activities.
• Monitor real-time shuttle performance using the Downtowner app for ridership data and route adjustments.
• Coordinate golf cart operations across campus, including path closures during Greenwald Pavilion programming.

Vendor Coordination

• Serve as primary point of contact for logistics vendors.
• Review contracts, scopes of work, and hold vendors to delivery timelines.
• Conduct site walkthroughs with vendors to confirm placement, access routes, and equipment needs.

Facilities and Venue Management

• Coordinate with campus facilities.
• Support crews on the physical setup of venues.
• Monitor trash/recycle stations, water coolers, and signage.

Crew and Staffing Coordination

• Aid in the scheduling seasonal logistics crew (typically 5–8 staff) and subcontracted labor .
• Assign daily tasks across load-in phases: shipping/receiving, furniture building, tent prep, bag stuffing, venue setup.
• Coordinate onboarding and driver training for truck and golf cart operators.
• Support coordination of intern and temporary staff schedules during peak event periods.

Administrative and Planning

• Maintain and update the master load-in schedule spreadsheet with real-time status across all vendor tracks.
• Build transportation cost calculator and annual budget .
• Track shipping and receiving of all event materials; manage conference storage year-round.
• Participate in event-specific planning meetings, site visits, and cross-departmental coordination calls.
• Maintain daily task logs for archival and handoff purposes.
• Take a leading role in event sustainability initiatives including waste reduction and recycling coordination.

WHAT YOU WILL NEED TO THRIVE

• Bachelor’s degree or equivalent combination of education and experience.
• One year of professional experience in event logistics, facilities operations, or production management.
• Demonstrated ability to manage complex, multi-vendor operations on tight timelines.
• Proficiency in Microsoft Excel (formulas, scheduling templates, cost tracking) and general Office suite.
• Valid driver’s license; ability to operate trucks (16’ and 26’ box trucks), forklifts, scissor lifts, and golf carts.
• Ability to lift 50+ lbs regularly and work outdoors in variable mountain weather conditions.
• Outstanding interpersonal skills and the ability to communicate clearly with vendors, campus staff, VIPs, and seasonal crew.

Preferred Qualifications

• Experience with large-scale tent construction or temporary structure operations.
• Background in transportation logistics, fleet scheduling, or shuttle operations.
• Familiarity with event technology platforms.
• Experience managing seasonal or temporary labor crews.
• Knowledge of Aspen, CO campus geography and local vendor landscape.
• Forklift and/or CDL certification.
• Travel required as needed for off-site and international programs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to stand, walk, climb, stoop, kneel, and crouch for extended periods during load-in and event operations
• Must regularly lift and/or move 25–50 lbs and occasionally lift up to 75 lbs (tent components, furniture, equipment cases)
• Must be able to operate heavy equipment including forklifts, scissor lifts, and box trucks
• Work is performed outdoors in Aspen, CO at 7,900’ elevation in variable weather conditions including heat, rain, and cold
• Extended hours required during peak season: 12–16 hour days are common during load-in and event weeks
• Noise levels range from moderate (office/planning) to loud (construction zones, loading areas)

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 hrsupport@aspeninstitute.org 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.