Senior Conference Assistant

The Senior Conference Assistant plays a key role in the planning, coordination, and execution of hearings and events at ICSID. The position manages logistical and administrative arrangements for in-person, virtual, and hybrid proceedings, coordinates vendors and service providers, maintains hearing schedules, and supports improvements to hearing operations and related systems.

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.

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.
• Knowledge of Spanish or French is desirable.
• Strong proficiency in Microsoft Office and collaboration tools.
• Experience working in an international organization or professional services environment is desirable.

Skills

• Conference management
• Event Planning
• Hearing Administration
• Operations Management
• Hospitality Management
• Virtual Meetings Support
• Hybrid Meeting Support
• Stakeholder Coordination
• Implementation Coordination
• Schedule Management
• Microsoft Office Suite
• Collaboration Tools
• Client Services
• Written Communication
• Verbal Communication

Languages

English, French, Spanish