Internal Initiatives & Events Specialist

Barnes & Thornburg LLP; Indianapolis (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

Qualifications

• Three years of progressive meeting or event planning experience, preferably within a law firm, professional services organization, corporate environment, or similar complex, high-volume meeting operation.
• Experience 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. Experience with meeting calendaring and room reservation systems (such as Robin or EMS), Canva, SurveyMonkey, registration platforms, and artificial intelligence tools is highly desirable.
• 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 complex matters.
• Ability to operate standard office equipment, including computers, copiers, and multifunction devices. Ability to lift and carry meeting materials weighing up to 25 pounds, with or without reasonable accommodation.
• 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.

Responsibilities

• Coordinate and execute assigned firmwide internal meetings, programs, and related events.
• Manage scheduling, stakeholder communications, registration and attendance management, logistical coordination, meeting technology, and onsite or virtual support.
• Support major firmwide events, leadership meetings, summits, retreats, and training programs; ensure consistent delivery across the firm.
• Own projects from planning through execution and follow-up, including data management and cross-functional coordination.
• Provide proactive problem resolution and independent judgment in dynamic environments.
• Continuously improve processes using new technologies, including AI and automation.

Skills

Meeting coordination

Event planning

Project management

Zoom

Microsoft Outlook

Teams

Excel

PowerPoint

EMS Robin

Canva

SurveyMonkey

AI tools

Registration platforms

Data management

Stakeholder communications

Tools

Zoom Meetings

EMS Robin

Canva

SurveyMonkey

AI tools

Job description