Program & Operations Coordinator

About the role

BSP is seeking a Program & Operations Coordinator to join our New York City-based team. This is a role for someone who gets genuine satisfaction from making things run well, and who understands that a team working smoothly together or exceptional execution of external-facing projects is not a backdrop to the work, but a direct expression of it.

Responsibilities

• Systems & Data
• Serve as a go-to resource and thought partner for colleagues navigating Airtable (BSP’s central database and CRM) providing technical assistance, supporting team-wide adoption, and helping identify and implement new features as our needs evolve.
• Build and update Airtable pages and fields as requested across BSP programs, maintaining data quality and integrity: updating contact information, removing duplicates, and inputting constituent data from other sources.
• Support change management as we build and refine team-wide systems and workflows
• Use Airtable and other platforms to track Fellows, nominees, and alumni through their journey with BSP, keeping records current and useful across recruitment and program cycles.
• Support the Senior Manager, Operations in working with Aspen Institute technological systems like Ironclad, Concur, and Salesforce, AI tools, and coordinating between Airtable and the Institutes new CRM+ systems as they evolve.
• Operations & Administration
• Process invoices, reimbursements, and vendor/consultant payments.
• Manage BSP’s shared inboxes, respond to and route inquiries, and serve as a first point of contact for outside requests.
• Maintain inventory of event materials and office supplies; coordinate ordering and shipping for office storage and events.
• Serve as a thought partner and logistical manager on internal team meetings and retreats, helping with food orders, liaising with venues, creating materials, and providing feedback and thinking on pieces of the agenda.
• Pitch in on special projects, research, and cross-functional initiatives as needed.
• Events & Convenings
• Own end-to-end logistics for all BSP NYC dinners: venue research, on-site execution, printing and materials, and follow-up.
• Oversee the end-to-end materials production process for events: including handouts, signage, tent cards, nametags, participant lists, and sometimes post-event summary reports for internal and external audiences.
• Support on-site staffing and logistics for the Aspen Institute Business & Society Summit, and some other BSP Fellowship seminars and convenings alongside senior team members.
• Work as part of the Business & Society Summit logistics team, helping to manage participant communications, certain event logistics, and Airtable updates to keep the entire BSP team informed of program developments.
• Collect and track participant travel and hotel arrangements for certain events; assist in coordinating speaker and consultant needs leading up to certain events, including A/V and travel logistics.
• Work with our events lead and program staff to manage event registration platforms and post-event surveys (Cvent, Airtable, SurveyMonkey).
• Program Support
• Support logistics for the Economic Mobility and First Movers Fellowship recruitment processes: carefully track and update candidate information and communications in Airtable, manage online nomination forms, prepare candidate materials for review, and help ensure timely follow-up with relevant stakeholders.
• Aid in logistics on Fellowship onboarding and announcements, including website and materials updates, public communications, and backend tracking of Fellows submission of travel, bios, and other onboarding information.
• Provide general coordination support for all BSP programs as needed (e.g. Aspen Leaders Forum, roundtable dialogues, Fellowships, etc.), including tracking attendance, data updates, logistics support on virtual and in-person meetings, and updating session and marketing materials.
• Update and refresh BSP program materials, decks, and website content in advance of annual Fellowship recruitment, during busy fundraising seasons, and at other key moments throughout the year.
• Communications
• Support BSP’s LinkedIn presence: draft and schedule select posts, engage with the network, track job updates and career moves across the Fellows community.
• Help surface network news and Fellow updates for use in BSP publications like Inside View.
• Produce and update event and program materials including presentations, one-pagers, and decks for internal and external audiences.
• Support maintenance of infrastructure for internal team communication, like Slack and shared Outlook calendars.

Qualifications

• Bachelors degree and 13 years of relevant experience.
• Genuine curiosity about how organizations work, and enthusiasm for the operational and systems work that keeps them running well.
• Strong organizational skills and an instinct for follow-through; someone who doesn’t let things fall through the cracks, manages multiple priorities with care, and keeps colleagues informed.
• Experience and strong interest in event logistics and materials production, including nametags, handouts, signage, and details that make an event feel polished.
• Excellent writing and editing skills and strong attention to detail; clear, professional communicator across contexts and with a variety of audiences.
• Strong time management skills and ability to handle multiple tasks and deadlines simultaneously.
• Comfort with digital tools and an eagerness to learn new systems quickly; knowledge of Microsoft Office required, and familiarity with Airtable, Cvent, Constant Contact, Salesforce, SurveyMonkey, or similar platforms is a plus.
• Flexible, adaptable, and good-humored in the face of shifting priorities; a creative problem-solver with a strong sense of initiative, discretion, and professionalism.
• Interest in business, leadership, and the role of large corporations in society.