Manager, 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 Manager, Event Logistics & Operations leads the operational strategy and execution for contracted Aspen Conference Services events, while overseeing central services across the Aspen, Colorado campus and international programs. This role is responsible for driving operational excellence, managing vendor and cross-institutional partnerships, owning logistical budgets, and leading a team of full-time, seasonal, and contract staff. This role reports to the Managing Director. The salary for this role is $95,000 - $110,000.

WHAT YOU WILL DO

Leadership & Team Management

• Direct Supervision: Train and manage full-time, seasonal, and intern logistics personnel.
• Performance & Development: Oversee goal-setting, performance evaluations, and ongoing professional development for direct reports.
• Workforce Planning: Design team workflows, schedule allocations, and delegate responsibilities to ensure seamless execution across concurrent high-profile events.
• Training Program Design: Develop and implement comprehensive training programs covering event logistics, safety protocols, vendor coordination, and high-touch customer service standards.

Strategic Operations & Administrative Leadership

• Central Systems & Strategy: Lead the development, optimization, and roll-out of cross-event management systems (e.g., onsite event communications, task management platforms, and inventory tracking).
• Vendor & Contract Management: Negotiate, manage, and hold accountable master service agreements (MSAs) with key partners (e.g., transportation providers, tent rental agencies, third-party logistics firms like Big Mountain Events).
• Cross-Institutional Liaison: Serve as the primary operational liaison to Aspen Institute campus leadership, Aspen Meadows Resort management, the City of Aspen Community Development department, and the Aspen Music Festival to align deadlines, municipal permitting, and policy compliance.
• Asset Management: Direct the strategy for campus asset utilization (golf carts, signage/banners, tech infrastructure) and partner with accounting to establish fee structures, track rental revenues, and manage conference storage logistics.

Event Execution & On-Site Management

• Site & Infrastructure Oversight: Direct venue setup, temporary structure builds, permitting compliance, and load-in/load-out operations across campus and international program sites.
• Complex Logistics Oversight: Strategic oversight of campus-wide parking, high-volume transportation plans, food & beverage staging, and material shipping/receiving pipelines.
• Crisis Management & Quality Control: Serve as the primary operational escalation point during live events, ensuring safety, standard operating procedure (SOP) compliance, and immediate resolution of logistical challenges.
• Cross-Departmental Collaboration: Lead logistics briefing meetings with senior leadership, program directors, and external corporate stakeholders.

WHAT YOU’LL NEED TO THRIVE

• Bachelor’s degree required.
• 5+ years of progressive event logistics and operations experience, including at least 2+ years of experience in serving in a “lead” or supervisory role.
• Strategic Capability: Proven ability to transition between high-level operational planning and hands-on event execution.
• Vendor & Budget Skills: Demonstrated experience managing vendor contracts, negotiating SLAs, and managing event expenses.
• Software & Tech Proficiency: Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook) and event management/project management software (e.g., Asana, Airtable, or similar). Demonstrated ability to proactively work across systems and with AI to support flawless event execution.
• Communication & Representation: Exceptional interpersonal skills with the executive presence required to represent the Aspen Institute to high-profile partners, city officials, and corporate sponsors.
• Travel required as needed for off-site and international programs.

Physical Demands

Frequently required to stand, walk, sit, reach, climb, balance, and navigate indoor/outdoor event venues in varying weather conditions. Regularly lift/move objects up to 25 lbs and occasionally lift/move up to 50 lbs.

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.