Internal Initiatives Specialist

Barnes & Thornburg LLP•Indianapolis, IN

3d•Onsite

About The Position

Under the general supervision of the Internal Initiatives Senior Manager and in accordance with established firm policies and procedures, the Internal Initiatives Specialist is responsible for coordinating and executing assigned firmwide internal meetings, programs, and related events. This position serves as a key operational resource for firm leadership, practice groups, departments, and administrative teams, ensuring that internal meetings and initiatives are delivered efficiently, professionally, and consistently across the firm. The Specialist manages assigned meetings and programs from initial planning through execution and post event follow up, including scheduling, stakeholder communications, registration and attendance management, logistical coordination, meeting technology, and onsite or virtual support. The position also plays an integral role in supporting major firmwide events, leadership meetings, summits, retreats, training programs, and other strategic internal initiatives. Success in this role requires strong organizational and project management skills, technical proficiency, sound judgment, and the ability to independently manage competing priorities in a fast-paced professional services environment.

Requirements

A minimum of three (3) years of progressively responsible professional meeting or event planning experience, preferably within a law firm, professional services organization, corporate environment, or similar complex, high volume meeting operation.
Demonstrated experience independently coordinating meetings or events from initial planning through execution, including scheduling, logistics, stakeholder communications, technology coordination, and follow-up.
Strong proficiency with Zoom Meetings and Events, Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
Practical experience supporting and troubleshooting virtual and hybrid meetings, including the ability to serve confidently as a technical meeting host or producer.
Excellent organizational, time management, and interpersonal skills, with the demonstrated ability to manage multiple simultaneous assignments, meet deadlines, and maintain accuracy with minimal day-to-day supervision.
Strong written and verbal communication skills and the ability to interact professionally and effectively with attorneys, firm leadership, administrative personnel, and external vendors.
Demonstrated initiative, sound judgment, resourcefulness, and the ability to anticipate needs, resolve routine issues independently, and appropriately escalate more complex matters.
Ability to operate standard office equipment, including computers, copiers, and multifunction devices.
Ability and willingness to work a flexible schedule, including occasional early mornings, evenings, weekends, and more than 40 hours per week, as required to support meeting and event schedules.
Ability and willingness to travel occasionally to support major firmwide meetings, summits, and other internal events.

Nice To Haves

Experience with meeting calendaring and room reservation systems (such as Robin or EMS), Canva, SurveyMonkey, registration platforms, and artificial intelligence tools is highly desirable.
Ability to lift and carry meeting materials and boxes weighing up to 25 pounds, with or without reasonable accommodation.

Responsibilities

Coordinates planning, scheduling, and execution of assigned firmwide practice group, department, administrative department, and training programs. Maintains the accuracy of the firmwide meetings calendar and manages meeting invitations, notifications, scheduling requirements, attendance tracking, technology needs, and related logistics. Ensures meetings are appropriate prepared, communicated, and executed in accordance with established procedures and service expectations.
Provides hands-on operational and technical execution of virtual, hybrid, and in-person meetings, including serving as the technical host or producer, when needed. Demonstrates proficiency with firm approved meeting and collaboration platforms, manages meeting setups and functionality, and proactively troubleshoots technical or logistical issues to ensure a seamless and professional attendee experience. Coordinates with Information Technology audiovisual support teams when additional resources are required.
Supports the Internal Initiatives Senior Manager and Director of Internal Initiatives in the planning and execution of major internal programs and events, including department and practice group summits, the Annual Fall Partners Meeting, Annual Spring Capital Partner Meeting, firmwide training programs, leadership meetings, and other large-scale internal initiatives. Responsibilities may include registration management, hotel and travel coordination, venue logistics, food and beverage planning, audiovisual requirements, meeting and promotional materials, attendee communications, onsite execution, and post-event follow up.
Assumes responsibility for assigned meetings, events, and internal initiatives from initial planning through completion. Develops and manages project timelines, action items, attendance records, communications, logistical requirements and deliverables. Monitors progress against established deadlines, anticipates potential challenges, and proactively recommends solutions to ensure successful and timely execution.
Serves as a primary point of contact for assigned meetings and initiatives, maintaining professional and responsive communication with attorneys, firm leadership, administrative departments, local office personnel, and other stakeholders. Ensures timely and accurate distribution of meeting information, schedules, logistics, responsibilities and program requirements. Demonstrates a strong commitment to internal client services and maintains appropriate discretion when handling confidential or sensitive firm information.
Maintains accurate and consistent meeting and event information across internal calendars, room reservation systems, virtual meeting platforms, registration tools, tracking documents, and other firm systems. Monitors attendee data, monitors registration activity, prepares reports, and reconciles information as needed to support planning and operational decisions. Identified opportunities to strengthen data accuracy, reporting capabilities, and administrative efficiencies.
Collaborates with internal teams, including Information Technology, Hospitality, Office Services, Client Growth & Marketing, Department Officers, Legal Talent Management, Legal Recruiting, Human Resources, and other administrative departments to coordinate meeting space, audiovisual and technology support, catering, materials, and other operational requirements. Maintains effective working relationships and ensures responsibilities, deadlines, and expectations are clearly communicated.
Exercises sound judgment and initiative in resolving routine operational issues associated with assigned meetings and events. Anticipates potential obstacles, evaluates available options, and develops practical solutions.
Exercises sound judgment in resolving routine operational, scheduling, logistical, and technology-related issues associated with assigned meetings and events. Escalates significant issues when appropriate while proactively developing recommended solutions. Recognizes matters requiring management involvement and escalates significant issues in a timely manner, accompanied by recommended courses of action wherever possible.
Provides project and operational support to the Internal Initiatives Senior Manager and Director of Internal Initiatives on special projects and firmwide initiatives including programs supporting the BT Foundation, Talent Resource Groups, and other internal engagement efforts. Performs additional duties as assigned based on department and firm needs.