Conference Associate

World Bank Group•Washington, DC

12h•Onsite

About The Position

The Conference Associate is part of the World Bank Group’s Food and Conference Services Unit within Global Corporate Solutions. Reporting directly to the Senior Program Manager, Conference Services, the role provides critical operational support for conference services at headquarters and global locations, serves as backup to the Senior Program Manager as needed, and is accountable for conference data integrity, vendor performance monitoring, staff training, and maintaining accurate and current events SharePoint and related websites. The role supports conference operations and projects, including logistical and operational support for the WBG/IMF Annual and Spring Meetings; administers event-management platforms and related data, workflows, documentation, and reporting; monitors vendor performance and service quality; and leads onboarding and knowledge-sharing activities. It also supports operational readiness for meeting spaces and event infrastructure, coordinates resolution of recurring service issues, and may travel to provide coaching, backup coverage, and on-site support. Other related duties may be assigned as operational needs evolve.

Requirements

Bachelor’s or Master’s degree with at least two years of experience, or an equivalent combination of education and experience.
At least five years of relevant experience in conference services, operations, or project management, including vendor coordination, data analysis, and management reporting.
Strong analytical and digital skills, including Excel, SharePoint, PowerPoint, Outlook, and website content management.
Demonstrated AI literacy and practical experience using approved generative AI, automation, or emerging technologies to improve workflows and operational efficiency, with attention to accuracy, confidentiality, data protection, and human oversight.
Experience monitoring vendor performance using KPIs and SLAs.
Experience developing training materials or procedures, or supporting staff onboarding.
Excellent organization, communication, client service, and relationship-management skills.
Ability to manage multiple priorities, work independently, solve problems, and serve as backup to senior management.
Fluency in English is required.

Nice To Haves

Degree preferably in Operations Management, Project Management, Hospitality, Events Management, or a related field.
Experience with an event-management system such as EMS.
French language skills.
Experience working in fragile, conflict-affected, and violent contexts, where applicable.

Responsibilities

Support the Senior Program Manager in overseeing Conference Services at headquarters and global locations, coordinating priorities, dependencies, and escalations with clients and partner teams.
Contribute to annual work programs, operating and action plans, benchmarking, and Conference Services projects, including logistical and operational support for the WBG/IMF Annual and Spring Meetings.
Provide cross-functional operational and project support to the Food and Catering Services team.
Support the Paris Conference Center Senior Conference Assistant and team, promote adoption of One WBG Conference Services Standards and One Stop Shop practices, and travel as needed for coaching, backup coverage, and on-site support.
Prepare communications, management reports, and presentations with the Senior Program Manager.
Serve as operational backup to the Senior Program Manager and maintain an operational calendar of major events, projects, risks, deadlines, and decisions requiring management attention.
Track operational issues through resolution and coordinate follow-up with responsible teams.
Administer EMS and future event-management platforms across headquarters and global locations, including configuration, access, inventories, service offerings, templates, workflows, business rules, and operating standards.
Maintain accurate, complete, consistent, and timely event, space, resource, service, and client data through validation, quality controls, reconciliation, issue resolution, and data-entry standards.
Develop EMS queries, dashboards, reports, and presentations on event volumes, room utilization, service demand, client feedback, cancellations, vendor performance, and operational trends; recommend improvements.
Provide EMS user support and training, document recurring issues, coordinate technical resolution, and maintain procedures and job aids.
Support system upgrades, cloud migration, integrations, and future platforms by documenting requirements, validating workflows and converted data, conducting user acceptance testing, tracking defects, and supporting release readiness and change management.
Maintain Conference Services SharePoint sites, EMS documentation, knowledge resources, and Standard Operating Procedures through regular reviews with teams and vendors.
Improve workflows and user experience through EMS, reporting, automation, and approved technologies; use AI selectively with safeguards for confidentiality, data protection, accuracy, and human oversight.
Support monitoring of Event Planning and Event Set-Up vendor performance against approved KPIs, SLAs, and scorecards; maintain evidence and prepare performance summaries for business reviews.
Coordinate contract and vendor activities, including quote reviews and delivery verification, and facilitate timely payment with colleagues and the Processing and Analytics Unit.
Identify recurring service failures, missed deliverables, and emerging operational risks, and track corrective actions to closure.
Maintain records of governance meetings, decisions, action items, and vendor-performance evidence.
Analyze client feedback and recurring complaints, identify root causes, and recommend improvements to workflows, communications, guidance, and service standards.
Monitor responsiveness to operational requests and support a consistent one-stop-shop experience by ensuring organizers receive clear information on services, responsibilities, costs, and escalation channels.
Lead staff onboarding and knowledge sharing; maintain procedures, training resources, and service guidance to promote consistent standards and continuous learning across locations.
Monitor readiness of Centrally Managed Rooms and Spaces and event infrastructure, escalating risks ahead of high-profile events.
Coordinate resolution of recurring room, furniture, signage, technology, accessibility, and facility issues.
Support readiness for new or renovated spaces and participate in testing and transition planning for major facility or technology changes.
Perform other related duties and responsibilities as assigned to support evolving operational priorities and business needs.