Senior Conference Assistant

World Bank Group; Washington (District of Columbia); On-site; USD 60,000 - 85,000; Full time

Job summary

World Bank Group in Washington, DC seeks a Senior Conference Assistant to manage end-to-end logistics for hearings, meetings, and events, including in-person, virtual, and hybrid formats. You will coordinate venues, vendors, catering, interpretation, AV, and related services, ensuring timely execution and accurate records.

Ideal candidates have a Bachelor's degree and at least five years of conference management experience, strong MS Office skills, and excellent English communication.

Qualifications

• Bachelor's degree and minimum five years of conference management or related experience.
• Experience coordinating complex events with multiple stakeholders and providers.
• Ability to support virtual and hybrid meetings and events.
• Willingness to work outside regular hours, including weekends and holidays.

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 with timely, high-quality services.
• Schedule in-person, virtual, and hybrid proceedings, including test sessions.
• Prepare and monitor hearing/event timelines and ensure on-schedule completion of arrangements.
• Coordinate hearing room setup, breakout rooms, catering, interpretation, audiovisual support, security, and related logistics.
• Support hearings/events in Washington, D.C. and at external venues.

Skills

Event coordination

Organization skills

Client service

English communication

Education

Bachelor's degree

Tools

Microsoft Office

Collaboration tools

Job description

Senior Conference Assistant

• Job #: req38041
• Organization: icsid
• Sector: Interpretation/Translation/Conferences services
• Grade: GD
• Term Duration: 3 years 0 months
• Recruitment Type: Local Recruitment
• Location: Washington, DC, United States
• Required Language(s): English
• Preferred Language(s): French, Spanish
• Closing Date: 8/26/2026 (MM/DD/YYYY) at 11:59pm UTC

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

The International Centre for Settlement of Investment Disputes (ICSID) is the world's leading institution devoted to international investment dispute settlement. icsid administers a large and complex portfolio of cases and supports hearings, sessions, deliberations, conferences and training activities across multiple jurisdictions and time zones.

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. Further information about icsid is available on its website at www.worldbank.org/icsid.

Role & Responsibilities

Hearing and Event Management

• 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.

Vendor and Financial Coordination

• 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.

Planning, Tracking, and Administration

• 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.

Process Improvement and Systems Support

• 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.

Team Support

• 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.

Selection Criteria

Attention: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• 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.

WBG Culture Attributes:

• 1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
• 2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
• 3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC including our values and inspiring stories.