Senior Conference Assistant

World Bank Group•Washington, DC

4d•Onsite

About The Position

The Senior Conference Assistant plays a key role in the planning, coordination, and execution of hearings and events. The position is responsible for independently managing logistical and administrative arrangements for in-person, virtual and hybrid proceedings, coordinating vendors and service providers, maintaining hearing schedules and planning tools and supporting improvements to hearing operations and related systems. The Senior Conference Assistant also contributes to institutional initiatives to enhance the efficiency, quality and consistency of hearing services.

Requirements

Bachelor's degree and a minimum of five years of relevant experience in conference management, event planning, hearing administration, operations, hospitality management, or a related field, or an equivalent combination of education and experience.
Demonstrated experience coordinating complex events involving multiple stakeholders and service providers.
Experience supporting virtual and hybrid meetings and events.
Availability to support hearings and events outside regular business hours, including weekends and holidays, as required.
Strong organizational skills and the ability to manage multiple priorities and meet deadlines under pressure.
Excellent interpersonal and client service skills.
Strong written and verbal communication skills in English.
Strong proficiency in Microsoft Office and collaboration tools.

Nice To Haves

Knowledge of Spanish or French is desirable.
Experience working in an international organization or professional services environment is desirable.

Responsibilities

Independently coordinate end-to-end logistical arrangements for hearings, sessions, deliberations, meetings, conferences, seminars, training programs, and other events.
Manage multiple concurrent hearings and events, ensuring timely delivery of high-quality services and adherence to established timelines.
Schedule and coordinate in-person, virtual, and hybrid proceedings, including test sessions.
Prepare and monitor hearing and event timelines and ensure that all required arrangements are completed on schedule.
Coordinate hearing room setup, breakout rooms, catering, interpretation, court reporting, audiovisual support, security, building access, and related logistical requirements.
Support hearings and events in Washington, D.C., as well as at external venues in other locations.
Coordinate with vendors and service providers and assist with the procurement of hearing-related services in accordance with World Bank Group policies and procedures.
Obtain, review, and compare vendor proposals and cost estimates.
Maintain vendor records and support the registration of new vendors.
Support the preparation, tracking, and reconciliation of hearing- and event-related expenditures.
Monitor purchase orders and vendor tracking tools and assist with invoice processing and payment follow-up.
Maintain hearing calendars, scheduling tools, trackers, and planning databases.
Monitor hearing schedules and promptly communicate changes to relevant stakeholders.
Maintain accurate records of hearings, events, vendors, and service providers.
Support the implementation of new systems, digital tools, and automation initiatives for hearing administration.
Assist with testing, documenting, and improving hearing management processes and internal procedures.
Contribute to institutional projects and initiatives related to hearings, conferences, and operational effectiveness.
Share knowledge and promote consistency in hearing administration practices.
Serve as a backup to the Conference Officer as needed.
Perform other duties assigned by the Conference Officer or ICSID management.