Hybrid Meeting & Internal Initiatives Lead

Barnes & Thornburg LLP; Chicago (IL); On-site; USD 70,000 - 80,000; Full time

Job summary

Barnes & Thornburg LLP is seeking an Internal Initiatives Specialist to coordinate firmwide meetings, programs, and events under the Internal Initiatives Senior Manager. You will handle scheduling, communications, registration, logistics, and on-site or virtual support, ensuring professional delivery across practice groups and departments.

The role requires strong organizational and project management skills, plus proficiency with virtual meeting platforms and data management.

Qualifications

• Minimum of three years of progressive professional meeting or event planning experience.
• Experience coordinating meetings or events from planning through execution with logistics, technology, and follow-up.
• Strong proficiency with Zoom, Outlook, Teams, Word, Excel, and PowerPoint; familiarity with calendar/room systems and AI tools is desirable.
• Ability to troubleshoot virtual and hybrid meetings and act as a technical host/producer.

Responsibilities

• Coordinate planning, scheduling, and execution of firmwide meetings and training programs; manage invitations, attendance, and logistics.
• Provide hands-on technical support for virtual, hybrid, and in-person meetings and collaborate with IT for AV needs.
• Support major internal events and summits, handling registration, travel, venue, and post-event follow-up.
• Develop and manage timelines, action items, communications, and deliverables for assigned events.
• Serve as primary contact for stakeholders; maintain professional communication and data integrity across systems.
• Maintain accurate meeting information across calendars and room reservations; monitor attendance data and generate reports.
• Work cross-functionally with departments to coordinate space, catering, materials, and tech needs.

Skills

Meeting planning

Project management

Communication

Technical proficiency

Stakeholder collaboration

Tools

Zoom Meetings

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Robin / EMS

Canva

SurveyMonkey

Registration platforms

AI tools

Job description

Barnes & Thornburg LLP is seeking an Internal Initiatives Specialist to coordinate firmwide meetings, programs, and events under the Internal Initiatives Senior Manager. You will handle scheduling, communications, registration, logistics, and on-site or virtual support, ensuring professional delivery across practice groups and departments.

The role requires strong organizational and project management skills, plus proficiency with virtual meeting platforms and data management.