Assistant Conference Room Setup Jobs in Silver Spring, MD

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.