Internal Initiatives 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

Summary:

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.

Key Responsibilities:

• Virtual/Hybrid Firmwide Meeting and Program Management

• Meeting Technology and Technical Execution

• Internal Event and Summit Planning

• Project Ownership and Execution

• Stakeholder Communication and Support

• Systems, Registration, and Data Management

• Cross-Functional Coordination

• Process Improvement and Technology Utilization

• Problem Resolution and Independent Judgment

• Additional Responsibilities and Special Projects

The successful Internal Initiatives Specialist demonstrates a strong combination of meeting planning expertise, technical proficiency, project management capabilities, and professional judgment. The position requires the ability to work independently, take ownership of assigned responsibilities, and build effective working relationships within the team and with stakeholders at all levels of the firm.

Key competencies include:

• Project Management and Organization: Ability to manage multiple concurrent meetings and projects, establish priorities, maintain accurate records, and consistently meet deadlines.

• Ownership and Accountability: Demonstrates initiative, follows through on commitments, anticipates needs, and takes responsibility for assigned projects from planning through completion.

• Communication and Client Service: Exhibits strong written and verbal communication skills, responsiveness, professionalism, and a service-oriented approach when working with attorneys, leadership, colleagues, and external partners.

• Technical Proficiency: Demonstrates confidence and practical expertise with virtual meeting platforms, collaboration technologies, event management systems, and related digital tools.

• Attention to Detail: Maintains a high degree of accuracy in scheduling, communications, registration data, meeting logistics, and event execution.

• Problem Solving and Judgment: Independently addresses routine challenges, identifies practical solutions, and appropriately escalates complex or sensitive matters.

• Adaptability and Collaboration: Remains flexible and composed in a fast-paced environment while effectively managing changing priorities and collaborating across multiple departments.

• Continuous Improvement: Embraces new technologies, including artificial intelligence and automation, and actively seeks opportunities to improve existing processes and operational efficiencies. The Specialist is expected to consistently demonstrate the firm’s CORE principles of Communication, Ownership, Responsiveness, and Excellence.

Qualifications:

• 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. 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 escal...

• Ability to operate standard office equipment, including computers, copiers, and multifunction devices. Ability to lift and carry meeting materials and boxes 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.

Working Conditions:

• Work is generally performed in a professional office environment with limited exposure to excessive noise, dust, or temperature variations.

• The position requires regular use of computers, meeting technology, and standard office equipment. Occasional travel, extended hours, and onsite support outside normal business hours may be required in connection with major meetings, summits, and firmwide events.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.