Audio/Visual (A/V) Services Manager 
The Aspen Institute  8 reviews - Aspen, CO 81611
Job Description 

Position Title: Audio/Visual (A/V) Services Manager 

Position Location : Aspen, CO 

Reports To: Video Operations Manager (DC) 

FLSA Status: Exempt 

The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Maryland’s Eastern Shore. It also maintains offices in New York City and has an international network of partners. 


The objectives of the Communications Department are to increase engagement with and enhance the reputation of the Aspen Institute brand, promote the work of individual Institute programs to help them reach their target audiences and achieve specific missions, and serve as a collaborative partner who recommends and executes strategic communications approaches. The department oversees all external communications efforts including the Institute website, social media, media relations, digital editorial content, video, audio/visual services, graphic design and print publications. 

Basic Function 

The A/V Services Manager provides A/V consultation to Institute programs needing A/V support on the Aspen Meadows Campus in Aspen, CO, to ensure that any A/V services provided meet client expectations for service and quality, contribute to the success of the event by enhancing the in-person and online event experience, and reflect the high-quality reputation of the Aspen Institute brand. The position will serve as the primary liaison between programs and any A/V, video production, or other A/V vendors or related service providers to ensure expectations are clearly communicated and translated into appropriate technical specifications and service deliverables. The A/V Services Manager will also serve as the Technical Director of the Aspen Ideas Festival, overseeing all aspects of A/V planning, operations, and A/V vendor management for this highly visible annual event. He/she will be the manager of the broadcast media facility located on the Aspen Meadows Campus, as well as assist with occasional video production and editing needs. 

Essential Duties and Responsibilities 

A/V Consultation & Management 

Serve as the liaison between Institute programs and the Institute’s preferred A/V vendor or any outside A/V vendors hired to support Institute initiatives or events on the Aspen Meadows Campus, translating client mission objectives into technical and service terms that can be reflected on a statement of work and/or shared verbally with an A/V service provider or vendor; oversee the delivery of contracted media services as needed to support program objectives 

Coordinate planning of A/V services before an event, ensuring key setup and scheduling information is shared and any issues are flagged for discussion 

Provide onsite management of A/V vendors during events, leading troubleshooting and coordination with other staff and vendors on site 

Ensure post-event A/V deliverables are received in the format requested, are of sufficient quality and are uploaded and archived properly 

Serve as liaison with Aspen Meadows A/V and IT teams for matters related to technical support of events and meetings hosted by Institute programs on the Aspen Meadows Campus 

Serve as the liaison to the Communication team (based in Washington, DC) for video production, livestreaming, and video download issues related to Aspen-based events 

Provide occasional A/V assistance for staff-only meetings and events in the Institute offices on the Aspen Meadows Campus 

Occasional travel to Washington, DC, or other cities to support A/V services at Institute events in locations other than Aspen, CO, may be required 

Technical Director, Aspen Ideas Festival 

Function as the Technical Director of the Aspen Ideas Festival, overseeing all aspects of A/V planning and vendor management (similar to those noted above) for this high-profile, 10-day event 

Serve as the liaison between the AIF Managing Director/AIF program team, the Communications team, ITS, the Meadows A/V and IT teams, and any A/V vendors to coordinate delivery of A/V services and address issues as they arise 

Work closely with Production Manager and Festival's Program Manager to ensure all aspects of speaker’s audio/visual needs are met, including any requests for props above and beyond PowerPoint or Keynote presentations 

Attend all rehearsals set up by the Production Manager that require technical audio/visual expertise 

Liaison with technical staff for special events taking place at venues outside of the Aspen Institute campus 

Deliver technical report to Festival Director including successes and improvements following the festival 

Develop knowledge of the A/V capabilities of all venues, available equipment and venue management personnel to facilitate operation, maintenance and safeguarding the technical assets of the venues, including supervising the use of lighting, sound, projection and the use and maintenance of audio/visual equipment 

Determine the necessary technical supports, such as lighting, sound, staging, and special needs, necessary for events and productions presented at the facility in advance of production dates 

Broadcast Media Facility Management 

Manage and operate LTN Global broadcast equipment in a studio on the Aspen Meadows Campus. Oversee the scheduling of network live shot reservations and invoicing for this service on behalf of the Institute 

Setup and operate all video and audio during live shoots and/or oversee the hiring of contracted technicians on an as-needed basis to manage setup and operation of live shoots 

A/V Equipment and Maintenance 

Participate in the annual review of A/V equipment and infrastructure on the Aspen Meadows Campus, providing feedback to the Aspen Meadows A/V Services Manager on suggestions for replacement, upgrade, and maintenance 

Manage audio/video equipment in the LTN studio or otherwise owned by the Institute (not the Meadows) for use primarily on the Aspen campus 

Assist with management of audio recording and production equipment in the podcast studio and provide technical assistance as needed to the podcast production team 

Oversee the purchase, installation, and cost sharing for any A/V equipment installed on campus for the entire summer for use by all Institute programs during events 

Video Production & Video Asset Management 

Assist with the production and editing of video, editing clips of Institute events or other footage from Aspen, CO, Washington, DC, or other locations 

Conduct on-camera interviews or shoot footage as needed on the Aspen campus 

Assist with the archiving of video files, retrieval of files as needed for communications purposes and delivery of video files to internal and external customers to meet mission objectives 

Principal Interactions 

This position works closely with all members of the Aspen Institute Communications department, program directors and event coordinators, Meadows A/V and IT staff, as well as outside A/V vendors and contractors. This position requires strong communications skills and follow-up abilities. 

Knowledge, Education and Experience 

Bachelor’s degree preferred but not required; 5-7 years relevant work experience. 

Experience delivering audio visual services and managing equipment routinely used to support live events; experience managing live productions or experience managing multiple simultaneous productions, as in a festival setting is preferred 

Strong leadership, customer service, and organizational skills, with an emphasis on time management and the ability to plan, organize and implement various activities within a time-pressured environment. 

Project management skills required and contract management experience preferred 

Experience shooting, editing, and producing video for broadcast and the web, and managing other content capture, including audio and photography 

Ability to set up camera, lights, microphones and shoot video interviews 

Experience editing video using Final Cut Pro and other non-linear editing software. Adobe Creative Cloud skills a plus. 

Knowledge of common digital video formats, compression methods, video capture, encoding and hardware required. Experience creating live broadcasts for YouTube, Facebook, Twitter/Periscope, and similar platforms. 

Proficient with multimedia products and knowledgeable of audio visual and media technology trends 

Level of Authority:
No supervisory authority 

No budgetary authority 

Physical Requirements & Work Conditions 

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. 

While performing the duties of this job, the employee is regularly required lift and move equipment necessary to provide audio-visual services at events. 

Significant after hours and weekend work may be required during the summer months. Occasional travel to Washington, DC, or other locations may be required. Occasional early or late hours may be necessary to support network live broadcast requests.